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Job Details:

The Department of Physics plays a pivotal role in the advancing of knowledge, nurturing the next generation of physicists and making a lasting impact on the world of physics.

The College of Natural Sciences at UT Austin, strives to foster a work environment that enables all employees to contribute at the highest possible level to support the mission of the University.  What starts here really does change the world.  For more information about the College of Natural Sciences, please visit. https://cns.utexas.edu.  

The university offers an impressive benefits package including:

·       Employer paid health insurance (employee premiums covered at 100%; spouse and family premiums at 50%)

·       Dental, vision, life and disability insurance options

·       Paid vacation and sick leave

·       Paid holidays

·       Retirement plan

For more details, please see: Prospective Employee Benefits and My Total Rewards. 

Purpose

To provide analysis of financial systems. Responsible for preparing cost analysis of financial studies to ensure the institution's assets are maximized. Analyzes fiscal accounting and financial systems. Prepares cost data reports for implementation and support of financial decisions. Analyzes financial operations and makes recommendations for policy and/or procedural changes. Works with various departments, individuals, and external representatives to assist in the proposal preparation process. Completes financial statements which compare actual and budgeted expenditures and revenues. Prepares financial feasibility studies and specialized reports summarizing financing activities. Interprets and ensures compliance with federal, state, and University policies. Performs related duties as assigned. May manage special projects.

Key Responsibilities:

• AP/Invoice Inbox & Vendor Payment Processing: Serve as primary point of contact for the [email protected] inbox; review, code, route, and process vendor invoices and payment requests in accordance with University and sponsor policy; research and resolve routine invoice and payment questions independently, escalating unresolved or higher-risk issues to the Director at weekly check-ins.
• Machine Shop & Cryo Shop Invoicing: Manage recurring internal billing (IDT) for the Physics Machine Shop and Cryo Shop, including preparing DEFINE VT7 batch upload vouchers from Smartsheet or other billing data and coordinating with shop staff to keep charges accurate and timely.
• Faculty Non-Grant Account & Budget Support: Assist faculty with non-grant (state/local) account balances and budgets; process Insights access requests and provide training on Insights and other financial reporting tools.
• Wire Payment Reconciliation & Encumbrance Removal: Reconcile encumbrances after wire payments are processed and assist the grants team with removing encumbrances tied to completed sponsored-project payments.
• Other Duties & Special Projects: Support additional financial projects and other duties as assigned by the Director, such as indirect cost return (ICR) reviews, access requests, and equipment procurement support.

Required Qualifications:

• Bachelor’s degree in finance, accounting or business administration
• 6 years progressively responsible experience in finance or accounting with experience in planning, forecasting, cost and financial analysis
• Experience with accounts payable, purchasing, or procurement processes, ideally in a higher education or government setting
• Working knowledge of government/fund accounting principles

Preferred Qualifications:

• Experience assisting with sponsored research administration, including encumbrances and award account management
• Strong organizational skills with the ability to manage a high-volume inbox and competing deadlines
• Excellent written and verbal communication skills for working with faculty, staff, and vendors
• Demonstrated ability to research and resolve financial discrepancies independently, escalating complex or unresolved issues in a timely manner
• Proficiency with Box, DocuSign, Smartsheet, and Microsoft 365 applications (including SharePoint); familiarity with AI tools such as Claude, CoPilot, and ChatGPT.

Salary

$65,000+

Working Conditions

Standard office environment. Primarily Monday-Friday business hours, with occasional flexibility needed around fiscal year-end deadlines. [Confirm on-site/hybrid expectations before posting.]

Required Materials

• Resume/CV
• Cover Letter
• 3 Letters of References

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume in the first step of the online job application process. Then, any additional Required Materials will be uploaded in the My Experience section; you can multi-select the additional files or click the Upload button for each file. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find Jobs. Before you apply though, log-in to Workday, navigate to your Worker Profile, click the Career link in the left-hand navigation menu and then update the sections in your Professional Profile. This information will be pulled into your application. The application is one page, and you will need to click the Upload button multiple times in order to attach your Resume, References and any additional Required Materials noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.