The Finance Associate provides operational and financial support for the Department of Family Medicine by managing routine financial transactions, account reconciliation, expense reimbursements, procurement activities, vendor administration, and continuing medical education (CME) allowance tracking. This position serves as a key resource for faculty and staff, ensuring compliance with university and departmental policies while maintaining accurate financial records and supporting efficient business operations.

Working under moderate supervision, the incumbent performs a variety of financial and administrative functions that require attention to detail, sound judgment, and the ability to interpret established procedures. The position communicates financial information to faculty, staff, and external vendors and supports the department’s mission through effective stewardship of financial resources.

Essential Duties and Responsibilities

Expense Reimbursement Administration

• Process faculty and staff reimbursement requests for travel, professional development, and other approved business expenses.
• Review reimbursement submissions for completeness, accuracy, and policy compliance.
• Communicate with employees regarding required documentation and reimbursement status.
• Maintain organized records of reimbursement transactions and supporting materials.

Financial Operations and Account Reconciliation

• Reconcile departmental accounts and financial transactions on a regular basis to ensure accuracy and compliance with university policies.
• Review financial reports, identify discrepancies, and initiate corrective actions as needed.
• Monitor expenditures and maintain supporting documentation for audits and financial reviews.

CME Allowance Tracking

• Monitor and track Continuing Medical Education (CME) allowances for faculty providers.
• Maintain accurate records of CME expenditures and available balances.
• Verify compliance with departmental and institutional CME funding guidelines.
• Provide periodic reports and updates to faculty and departmental leadership regarding CME utilization.

Procurement and Purchasing Support

• Coordinate procurement activities for departmental goods and services.
• Prepare and process purchase requisitions, orders, and related documentation.
• Ensure purchases comply with university procurement policies and budgetary guidelines.
• Collaborate with vendors and internal stakeholders to facilitate timely ordering and payment processes.

Customer Service and Administrative Support

• Serve as a point of contact for faculty, staff, and vendors regarding financial and procurement processes.
• Provide guidance on departmental procedures, financial policies, and reimbursement requirements.
• Support special projects and other operational activities as assigned.
• Contribute to continuous improvement efforts that enhance efficiency and effectiveness of departmental business operations.

Required Knowledge, Skills, and Abilities

• Knowledge of basic accounting, financial reconciliation, and business operations practices.
• Strong attention to detail and organizational skills.
• Ability to analyze routine financial information and resolve discrepancies.
• Proficiency with financial systems, spreadsheets, and standard office software.
• Effective written and verbal communication skills.
• Ability to manage multiple priorities and meet established deadlines.
• Commitment to confidentiality and compliance with institutional policies and procedures.

Working Conditions

This position operates in a professional office environment and performs work primarily using computer-based financial and administrative systems. The role requires regular interaction with faculty, staff, university administrative offices, and external vendors. Hybrid work will be considered, but some onsite presence is required.

Supervision Received

Works as a fully competent and productive individual contributor under moderate supervision. Assignments are generally routine in nature but may require interpretation of policies, independent judgment, and minor adjustments to standard procedures.

Compensation range: $20 - $24 per hour based on education and experience.

This position will remain open until filled. This is an non-exempt level, benefited position. The University will perform background checks on all hires (if required) prior to employment. Applicants must be currently authorized to work in the United States. For this role, the University will not sponsor or consider candidates requiring sponsorship for employment visas now or in the future. For questions about the application process, please contact Daniel Strong, Senior Recruiter at das6zb@virginia.edu.

Please apply online, and search for R0084476. Complete an application online with the following documents:

• Resume

• Cover letter

Upload all materials into the resume submission field; multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

MINIMUM REQUIREMENTS:

Education: High School Diploma or equivalent required.

Experience: 1+ year of relevant experience required.

Licensure: None.

PHYSICAL DEMANDS:

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.