Financial & Operations Assistant

Rochester Institute of Technology | Rochester, NY

Posted Date 3/14/2024

Financial & Operations Assistant


College of Art and Design

CAD Image Permanence Institute

Job Summary

Reporting to the Executive Director of the Image Permanence Institute (IPI), a preservation research center and RIT enterprise center, the Financial and Operations Assistant is responsible for ensuring the accuracy of accounting transactions, providing accounting support, and excellent customer service for IPI, including: completing account reconciliations; processing journal entries; reviewing transactions to ensure compliance with University policies and procedures and all applicable regulatory requirements; accessing and distributing financial reports to IPI’s Executive Director and Director of Research; and, responding to customer inquiries regarding accounting processes. The Financial and Operations Assistant also administers financial aspects of externally funded grants and contracts in IPI, including providing direct support to the Principal Investigators (PIs) and serving as a liaison between IPI and Sponsored Programs Accounting (SPA) and the Office of Legal Affairs (OLA). This position also administers all aspects of IPI ecommerce order activity for the Image Permanence Institute, including: processing daily orders received via IPI’s online shopping cart, preparing packages for shipment, creating invoices and packing slips, following up on past due accounts, maintaining product inventory, and running reports. The Financial and Operations Assistant works with RIT Shipping, Student Financial Services, and Accounting departments as necessary for order administration, provides general customer service, answers the phone for the department, and orders office supplies.

Job Responsibilities

Oversee the day-to-day administration of sponsored projects and operating accounts. Possess a thorough knowledge of all Controllers’ Office processes that impact IPI including: preparation of journal and budget entries, accounts payable (invoice payments, purchase order payments, travel expense reimbursements), accounts receivable interfaces, procurement card transactions, payroll adjustments, review Nelnet entries, and providing Oracle and tax reports. The Financial & Operations Assistant will administer invoicing for consulting, testing, workshops, and honorarium. The position is also responsible for reconciliations, monthly and year end activities. The position also partners with RIT business areas including sponsored research, legal, tax, accounting, etc. and works closely with CAD Finance staff to ensure financial processes are aligned with best practices, as well as, sponsor and University requirements.

Deliver excellent customer support for IPI ecommerce and enterprise activities. Review IPI’s ecommerce, general email, and phone activity daily. Process orders including invoicing, packaging, shipping and emailing customers. Request customer number through RIT’s Oracle system. Complete vendor/customer registration forms to facilitate customer payments. Monitor accounts receivable balances and notify customers about past due invoices. Maintain product inventory and manage capital inventory. Along with the director, manages operations policies and procedures.

Provide direct financial and accounting support to PIs/IPI staff for post-award financial management of grants, contracts, and cooperative agreements, including: attend project initiation meetings (PIM) to gain a thorough understanding of each award including time period, budget, staff effort, cost share requirements and other award-specific terms and conditions; review accounting transactions to ensure they are supported in accordance with the sponsor and University policies and procedures; initiate corrective action or recommend solutions as appropriate; review project statements and other financial information with the PI’s and complete certification process on a regular basis; prepare project projections of both externally and internally funded projects in support of PI’s research plan; and, review committed and actual effort for key personnel. Work closely with the SPA representative assigned to IPI to ensure accurate and timely accounting for all sponsored project activity, full resolution of any outstanding issues, and appropriate follow-up.

Required Qualifications

2 to 4 years relevant financial, accounting, budget, business, grant, or related experience.


  • Ability to provide excellent service to IPI staff who are involved in the day-to-day administration of sponsored projects and operating accounts, and IPI customer support.
  • Must possess the ability to interact effectively and professionally with individuals at all levels of the organization and be able to work collaboratively with diverse staff, colleagues, and departments.
  • Must possess exceptional interpersonal and diplomacy skills, be detail-oriented, and have excellent verbal and written communication skills.
  • Must be able to multi-task and deliver quality results within a required timeline.

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Hybrid — Remote/On-campus

Wage Band


FLSA Category


Employment Category


Required Application Documents

Curriculum Vitae or Resume, Letter of Intent, List of References

What do we believe at RIT?

Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.

As a member of the RIT community, you'll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).

Department/College Description

The Image Permanence Institute (IPI) is a research center in the College of Art and Design dedicated to supporting the preservation of cultural heritage collections in libraries, archives, and museums around the world. IPI achieves its mission through applied research, the development of practical preservation resources and tools, professional-level education and training programs, and through consulting and materials testing services. IPI resides in a 7,000 square foot space in the Gannett building of the College of Art and Design and staff members include preservation research scientists, environmental management specialists, a materials testing researcher, web application and publication designers, and business operations personnel,

RIT's College of Art and Design is the university's creative hub where art, design, science, and technology intersect in our 200,000+ sq. ft. facility. We are a dynamic and professional arts and design community comprised of 1,900 students (UG and Grad), nearly 140 full-time faculty, 60 creative staff, and a number of professional part-time faculty, all of whom contribute to our College’s ecosystem. The College’s four schools offer programs in Art, Design, Crafts, Film and Animation, Photography and Photographic Sciences. The range of innovative programs offers students a panoramic perspective from creating fine art using centuries-old methods to pushing the boundaries of digital creativity. The College of Art and Design also takes full advantage of RIT’s opportunities in technology, STEM, engineering, sustainability, and entrepreneurism programs, as well as our global campuses,

How To Apply

In order to be considered for this position, you must apply for it at, Click the link to search openings and in the keyword search field, enter the title of the position or the BR number.
In addition to your application dcouments, please upload list of two references with their contact information and how you are acquainted.

Questions regarding this position may be sent to Jennifer Jae Gutierrez, IPI Executive Director:

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

Hourly/Salary Minimum


Hourly/Salary Maximum


Employment Type
Full Time

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