Job Description:

The Hybrid-eligible Auxiliary Financial Coordinator 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 position 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. Working closely with finance leadership, purchasing, and operational teams, the Financial Coordinator serves as a key point of coordination between transactional activity and financial reporting.

1.   Major Responsibility:

Responsible for managing 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 established procedures. Ensure required invoice documentation is accurately attached to accounts payable transactions in Workday.

●        Process the monthly subsidy from Compass Group into Workday and ensure 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.

2.  Major Responsibility:

Responsible for coordinating and reviewing 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, fluctuations, 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.

3.  Major Responsibility:

Responsible for maintaining accurate records, supporting compliance with University guidelines, and assisting 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 well-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.

Job Qualifications

Education

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

Job Competencies

• Proven proficiency in Microsoft Office Suite, particularly Excel required.
• 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 required.
• Excellent coordination, collaboration, writing, and verbal communication skills required.
• Excellent customer service skills: strong commitment to customer service required.
• Ability to progress and operate professional through chain of command

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

Benefits of Working at Brown:

Information on the Benefits of Working at Brown can be found here.

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Submission Guidelines:

Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

This position is not eligible for visa sponsorship.

Still Have Questions?

If you have any questions you may contact employment@brown.edu.

Brown is an E-Verify Employer.

EEO Statement:

Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law.