Auxiliary Financial Coordinator

Overview

Auxiliary Financial Coordinator (Hybrid-eligible) supports the financial and operational integrity of Auxiliary Services by managing the full accounts payable lifecycle and coordinating reporting related to cost of goods sold and other operating expenses. The role ensures timely, accurate processing of vendor invoices, maintains compliance with University policies, and provides reliable expense reporting to support month-end close and operational oversight. Works closely with finance leadership, purchasing, and operational teams and serves as a key point of coordination between transactional activity and financial reporting.

• Major Responsibility: Manage the day-to-day accounts payable process for Auxiliary Services, ensuring timely, accurate, and compliant processing of vendor invoices and payments.
• Supporting Actions:
  • Review, code, and process vendor invoices in Workday in accordance with University policies and procedures. Ensure required invoice documentation is attached to accounts payable transactions in Workday.
  • Process the monthly subsidy from Compass Group into Workday with proper coding and documentation.
  • Review vendor statements and perform routine reconciliations to identify and resolve discrepancies. Coordinate with vendors, Purchasing, and internal stakeholders to resolve payment issues or invoice discrepancies.
  • Initiate, track, and monitor purchase orders to ensure alignment with approved spend and contract terms.
  • Track vendor contract pricing and terms, identify billing discrepancies, and notify appropriate parties of upcoming contract expirations.
  • Perform periodic audits within Workday to ensure consistency and accuracy of spend category coding by vendor.
• Major Responsibility: Coordinate and review recurring expense reporting related to cost of goods sold and other operating expenses to support financial oversight and month-end close.
• Supporting Actions:
  • Prepare, coordinate, and distribute recurring financial and operational reports related to cost of goods sold and other operating expenses.
  • Review prepared reports for completeness, consistency, and reasonableness across units and reporting periods, noting notable trends and irregularities and ensuring issues are identified for follow-up.
  • Serve as a primary point of contact for routine reporting inquiries by providing clarification, assisting with follow-up on identified issues, and ensuring timely correction of cost center assignment or data discrepancies in collaboration with the Finance Director.
• Major Responsibility: Maintain accurate records, support compliance with University guidelines, and assist with routine closing activities related to accounts payable and expense reporting.
• Supporting Actions:
  • Register new vendors as needed in coordination with the Supplier Management team.
  • Maintain vendor files, including W-9 forms, payment terms, remittance details, and contact information.
  • Maintain accurate, complete, and organized records of accounts payable transactions in compliance with University guidelines.
  • Assist with month-end and year-end closing activities related to accounts payable and operating expenses, as needed.
  • Assist Financial Services team with projects and new initiatives related to auxiliary financials.

• Associate's degree in Accounting or related discipline and 1-3 years of relevant experience or equivalent combination of education and professional experience.

• Proven proficiency in Microsoft Office Suite, particularly Excel.
• Goal-oriented and results-driven
• Excellent attention to detail and accuracy
• Strong organizational, analytical, and time management skills
• Effective communication (verbal and writing) and interpersonal skills
• Ability to work independently and as part of a team
• Excellent coordination, collaboration, writing, and verbal communication skills
• Excellent customer service skills with a strong commitment to quality service
• Ability to work professionally through the chain of command

All offers of employment are contingent upon a records and education check satisfactory to Brown University.

Benefits information is available through Brown University; please review information about Benefits of Working at Brown.

• Recruiting
  
  Start Date:
• Job Posting
  
  Title:
  
  Auxiliary Financial Coordinator
• Department:
  Financial Services
• Grade:
  Grade 8
• Worker Type:
  Employee
• Worker Sub-Type:
  Regular
• Time Type:
  Full time
• Scheduled Weekly
  
  Hours:
  
  37.5
• Position
  
  Work Location:
  
  Hybrid

Please note that to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you are qualified. Applications are not kept on file for future positions. Include a cover letter and resume with each application. This position is not eligible for visa sponsorship. Brown University is an E-Verify Employer.

Brown is an equal opportunity employer; see EEO Statement for…