Administrative Assistant II/Billing Coordinator
Vanderbilt University - Nashville, TN

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Perform administrative and budget related duties of a complex and confidential nature in support of departmental, division or other organization unit activities, which requires a thorough knowledge of University policies and procedures. May perform complex secretarial duties.

Duties and responsibilities include:
Client Billing and Collection

:

Specific tasks associated with billing and collections are as follows:

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Generate billing status reports on a weekly basis using Event Business Management System (EBMS)

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Maintain and retrieve Event Authorization Forms for event files

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Prepare and route draft, interim and final bills/invoices for events

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Post payments of approved final Invoices in EBMS

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Provide copies of event billing packets and backup documentation to clients, the Department of Finance and MCSE event files

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Maintain a notebook/file folder with all monthly Journal Entry Uploads

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Monitor timeliness of client Invoicing/payments and send additional reminder notices to Event Planners and Program Assistants, requesting the specific billing status for any events with sufficient sums to partial bill or final invoice, if all vendor expenses have been posted

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Check all event expenses for accuracy and ensure amounts and billing data are correct

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Work directly with the department’s IT Systems Administrator II to ensure that the WEB REG FEE ONLY events’ journal entry spreadsheet is received and that the format is correct; also

check the backup

documentation provided against the spreadsheet entries for accuracy, and then send the journal entry spreadsheet to the Administrative Manager to cut and paste into the monthly Journal Entry Upload with other events’ expenses; copy and provide the hard copy backup for these registration fee only events to attach to the month-end Upload and for use in monitoring the monthly general ledger sheets

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Maintain hard/paper copies of all event expense billing files

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Prepare financial reports and/or information for presentation, as requested by the Administrative Manager, event planners, and/or Director, and specifically, submit requested financial information needed at the time of budget preparation for the upcoming fiscal year and fiscal year end/close to the Administrative Manager

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Provide prior event expense files to event planners, upon request

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Ensure

inventory and labeling for long term storage one fiscal year's expense files at the beginning of a new fiscal year

Other Financial Functions

:

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Prepare and make bank deposits to the VUH Cashier’s Office

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Prepare and send 1180 payments to the Department of Finance

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Maintain hard copy files of all bank deposits and 1180 payments

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Backup the other Administrative Assistant II as needed by performing such duties as mail distribution, supplies inventory and distribution, additional phone backup coverage ans support, and preparation of Check Requests as needed

General

:

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Provide assistance and administrative support to Administrative Manager as needed

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Perform copying, filing, faxing, and other basic office duties

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Provide departmental phone back-up

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Serve as staff representative for selected events as needed

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Maintain and update the AAII Duties and Responsibilities Manual on as needed basis

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Monitor and refine the departmental billing system, in collaboration with the department’s Administrative Manager and IT Systems Administrator II

The ideal candidate will possess experience with Event Business Management System and/or event billing

Basic Qualifications

Job requires Associates and 3 years of experience or the equivalent.

Licensure, Certification, and/or Registration (LCR):

Vanderbilt University - 22 months ago - save job - copy to clipboard
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