Senior Coordinator, Finance Operations

Job description

Job Posting Title: Senior Coordinator, Finance Operations ---- Hiring Department: University Development Office ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Exempt from FLSA ---- Earliest Start Date: Immediately ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes About The University of Texas at Austin What starts here changes the world. The University of Texas at Austin, founded in 1883, ranks among the best universities in the world. With 76 programs ranked in the top 10, UT Austin is the #1 public university in Texas and the #7 public university in the nation. Like the state it calls home, The University of Texas at Austin is a bold, ambitious leader supporting more than 55,000 students, 4,750 faculty, 15,000 staff and top national programs across 18 colleges and schools. Amid the backdrop of Austin, Texas, a city recognized for its creative and entrepreneurial spirit, the University provides a place to explore countless opportunities for tomorrow’s artists, scientists, athletes, doctors, entrepreneurs and engineers. Learn more about UT’s mission and values and leadership . Why Join Texas Development? The University of Texas at Austin is a thriving hub of learning and discovery that anchors our city and enables excellence and innovation on the highest level. And it’s only possible because generous supporters believe in the power and promise of our state’s flagship university to change the world. With more than $6 billion raised in the What Starts Here campaign, Texas Development is quickly becoming one of the best fundraising programs in public higher education. Texas Development is a dynamic community of 500+ fundraising professionals across the Forty Acres. We strive to reach the highest levels of achievement and success in all that we do by creating meaningful and powerful experiences for our donors. Follow your passion, grow your career and help us change the world . Benefits The University provides a competitive benefits package that includes insurance and retirement benefits in addition to other programs and services. Texas Development supports growth by offering professional development opportunities that help every team member accomplish their goals, enrich their skillset and deepen their engagement with UT. Purpose The Senior Coordinator, Finance Operations, supports University Events & Experience (UEE) within the University Development Office (UDO). This position coordinates compliance-related financial processes, supports Finance Manager with accurate tracking and documentation of event-related transactions, and ensures adherence to university, state, and regulatory requirements. This role collaborates with university partners and external stakeholders to process compliant, well-documented financial operations that enable successful university events. Responsibilities Support the Finance Manager on compliance-related aspects of UEE/UDO financial operations, including event-related budget documentation, purchase orders, contracts, and payment records. Prepare, review, and verify documentation for contracts, purchase orders, invoices, payments, procurement requests, credit card transactions, reconciliations, interdepartmental transfers, Official Occasion Expense Forms (OOEF), and travel reimbursements for UEE/UDO. Apply and follow established university compliance procedures to help ensure transactions are accurately documented and aligned with institutional, state, and regulatory requirements. Maintain and organize records to support adherence to UT Austin and UT System financial, procurement, and administrative policies. Assist the Finance Manager and UEE staff with compliance reviews and audit inquiries. Provide guidance on documentation requirements, approval processes, and policy interpretation. Identify compliance risks, documentation gaps, and opportunities to strengthen internal controls and financial stewardship. Audit event procurement details, codes, and supporting documentation for UEE events, ensuring completeness and accuracy. Enable process improvements for UEE/UDO and ensure clear, timely reporting to other university departments. Perform additional duties or participate in special projects assigned to advance the goals of the UEE team and UDO. Required Qualifications Bachelor’s degree in business administration, public administration, finance, or a related field. Minimum of three years of experience in a related area such as compliance support, financial administration, procurement coordination, event operations, or higher education administration. Strong organizational and coordination skills, with the ability to manage multiple tasks, track documentation, and support compliance processes in a fast-paced environment. Demonstrated ability to interpret, apply, and maintain compliance with institutional policies and procedures, particularly those related to financial stewardship, procurement, and documentation requirements. Experience working within financial, procurement, or project management systems to track transactions, monitor status, and support reporting activities. Ability to work independently with general guidance, demonstrating strong interpersonal, communication, and problem-solving skills. Exceptional attention to detail in documentation, recordkeeping, and reporting to ensure accuracy, transparency, and compliance with event-related financial transactions. Ability to communicate clearly and professionally with internal and external stakeholders, including vendors and university departments, to provide updates, resolve issues, and support compliance requirements. Proficiency with spreadsheet and word processing applications, including Microsoft Office applications and Smartsheet or similar tracking tools. Flexibility to work outside standard business hours and provide on-site support for events as required. Relevant education and experience may be substituted as appropriate. Preferred Qualifications Demonstrated experience supporting budget tracking and financial documentation for complex projects or events, with attention to accuracy and compliance with established guidelines. Working knowledge of The University of Texas financial systems and accounting procedures, including experience and compliance documentation. Familiarity with university procurement, payment, and audit processes, including documentation standards and approval workflows. Experience working collaboratively within cross-functional teams, supporting shared goals and maintaining accountability in a fast-paced environment. Experience supporting event-related operations or coordinating with Events teams to ensure timely and compliant financial and procurement processes. Salary $60,000+ depending on qualifications Working Conditions This position is based in Austin, Texas. Must be eligible to work in the United States on a full-time basis for any employer without sponsorship. Works in standard office conditions, in a shared office environment, with repetitive use of a keyboard at a workstation. Monday through Friday, 8:00 AM – 5:00 PM on-site work is the standard expectation for this position. May require additional hours during peak periods and special events. Regular and consistent attendance is required in this job. Required Materials Resume/CV Three work references with contact information; at least one reference should be from a supervisor Letter of Interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. 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 UT Jobs. If you are a current University employee, 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 before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- 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. ---- 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. ---- 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. ---- 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] ---- 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.