Financial Services Assistant

Job Overview

Works closely with department faculty and staff to provide financial and research management and administration for the department finances, financial processes, and records to meet the department’s day‑to‑day financial operations goals. Assist in ensuring compliance with all regulations, policies, and university requirements are met to secure the department’s long‑term financial viability and stability. This position will serve the junior level of a two‑tier structure for the finance and procurement team.

Bachelor’s degree in accounting or related business area with a minimum of two years related financial experience working in a university or non‑profit environment OR the equivalent combination of relevant education and experience.

To the extent this position requires the holder to research, work on, or have access to critical infrastructure as defined in Section 117.001(2) of the Texas Business and Commerce Code, the ability to maintain the security or integrity of the critical infrastructure is a minimum qualification to be hired and to continue to be employed in the position.

• Assist faculty with managing the financial aspect of sponsored research accounts by providing guidance regarding agency, program‑specific policies, and university rules for spending, re‑budgeting, reporting, and financial closing at the end of project performance periods.
• Monthly review and reconciliation of all transactions, including expenses, revenue, and fund equity or cash, posted to cost centers for the management’s approval to ensure all transactions are correct. Make the necessary correction to expenses posted in error within the period allowed, then work with the owners of the source document to ensure the posting error is discontinued.
• Meet with faculty and other cost center managers to discuss the current state of spending on their accounts and projected expenses to avoid over or under‑spending based on the annual or project budget available for the period.
• Oversee the day‑to‑day purchase request for sponsored projects and the department needed by obtaining the necessary quotes and preparing purchase requisitions and vouchers or using purchasing cards. As required, prepare university work orders and contracts with outside vendors for services or work needed for sponsored projects, classrooms, labs, or offices within the department.
• Keep abreast of University, State, and Federal purchasing and financial regulations and maintain communication with the University’s financial and purchasing departments to ensure that duties in this area are performed correctly and in keeping with all applicable rules.
• Make travel arrangements such as booking airline tickets, making hotel reservations, securing the necessary travel documentation and authorizations, and processing direct pay or reimbursement for travel expenses that are allowable and necessary under the applicable sponsored project and university guidelines.
• Maintain departmental Standard Operating Procedures (SOP’s), which incorporate the University policies and procedures for conducting the day‑to‑day duties in the current position.
• Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
• Other duties as assigned.

Remote work is not available for this position.

UT Dallas is an Equal Opportunity Employer with an employee‑friendly and supportive work environment. Our comprehensive compensation and benefits package that is effective as of your hire date includes:

• Internal Training
• BCBS PPO Medical insurance – 100% paid for full‑time employees
• PPO and DHMO Dental Insurance Plan – PPO plans include ortho benefits
• Vision Insurance
• Long and short‑term disability
• TRS Retirement Plan – defined benefit plan offering lifetime annuity upon retirement
• Voluntary Retirement Plan Options –…