Job Details

Financial Operations and Fund Administrator, Office of Graduate Medical Education

Position Number: 9885543
Location: Buffalo, United States
Position Type: Business and Financial Management

Financial Operations and Fund Administrator, Office of Graduate Medical Education

Position Information

Position Title: Financial Operations and Fund Administrator, Office of Graduate Medical Education
Department: Graduate Medical Education Operations
Posting Link: <a href=""https://apptrkr.com/9885543"">https://www.ubjobs.buffalo.edu/postings/64872
Job Type: Full-Time

Posting Detail Information

Position Summary

The Office of Graduate Medical Education at Jacobs School of Medicine and Biomedical Sciences at the University at Buffalo (UB) is seeking a Financial Operations and Fund Administrator.

The Financial Operations and Fund Administrator is responsible for the administration, financial oversight, reconciliation, reporting, and payment processing of resident and fellow reimbursement programs. This position serves as the primary operational liaison between residents and fellows, program directors, the Graduate Medical Education Office, the Jacobs School Dean's Office, and the University at Buffalo Foundation (UBF).

The incumbent ensures compliance with collective bargaining agreements, institutional policies, and established standard operating procedures while maintaining accurate financial records, creating operational and financial reports, monitoring fund balances, processing reimbursements, and coordinating account replenishment activities. Approximately 80% of the role focuses on reimbursement administration, financial reporting, reconciliation, fund management, and payment processing

Essential Duties and Responsibilities:

Reimbursement Program Administration:

Review reimbursement applications for completeness, accuracy, required approvals, policy compliance, and supporting documentation.
Communicate with residents, fellows, and program administrators regarding application status, required corrections, and eligibility requirements.
Maintain reimbursement tracking databases and records.
Process approved reimbursement requests and prepare submission files for Accounts Payable.
Monitor reimbursement turnaround times to ensure compliance with contractual and institutional requirements.
Maintain audit-ready documentation and electronic records.

Financial Reporting and Analysis:

Develop and maintain recurring financial reports for reimbursement programs and fund activity.
Produce monthly, quarterly, and annual expenditure reports.
Analyze reimbursement trends, utilization rates, and available fund balances.
Create ad hoc reports for GME leadership, the Dean's Office, and other stakeholders.
Track participant reimbursement limits and identify compliance concerns.
Develop dashboards and reporting tools to improve operational efficiency.

Account Reconciliation and Financial Oversight:

Perform regular reconciliations between reimbursement tracking files and fund activity reports.
Export and analyze financial data from institutional reporting systems.
Utilize pivot tables and other analytical tools to validate transactions.
Investigate discrepancies and coordinate corrections as needed.
Verify that approved payments are successfully posted to the appropriate funds.
Assist with monthly and year-end financial reconciliation activities.

Fund Management and Payment Coordination:

Monitor balances within multiple reimbursement funds.
Prepare reimbursement files for submission to Accounts Payable.
Track payment processing and ensure successful disbursement of funds.
Monitor fund activity and identify replenishment needs.
Coordinate with the Dean's Office and UBF regarding fund transfers and replenishment requests.
Maintain accuracy of account coding and fund allocations.

Vendor and Payment Setup Administration:

Coordinate vendor setup and ACH enrollment activities.
Maintain banking and payment information in accordance with institutional security requirements.
Prepare and submit EFT enrollment documentation.
Work with Accounts Payable to resolve vendor payment issues.
Ensure proper onboarding of new residents and fellows into payment systems.
Other duties as assigned

Learn more:

Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.
Being a part of the University at Buffalo community.

The University at Buffalo is an equal opportunity employer (EOE) and welcomes all to apply including veterans and individuals with a disability.

Minimum Qualifications

Familiarity with Windows and Microsoft Office Suite, particularly Excel.
Strong communication, time management, and interpersonal skills.
Excellent analytical and organizational abilities.
A demonstrated interest in working with numbers and supporting people.

Preferred Qualifications

Bachelor's degree in Accounting, Finance, Business Administration, Public Administration, Higher Education Administration, or related field.
Advanced proficiency in Microsoft Excel.
Basic understanding of payroll processes, including labor costs, taxes, and employee benefits.
Experience with financial systems and reporting tools.
Familiarity with UB systems such as Accufund, SIRI, Concur, and ShopBlue is a plus.
Experience working with financial reporting platforms and business intelligence tools.

Physical Demands

Salary Range
$45,000 - $55,000

Special Instructions Summary

Is a background check required for this posting?
No

Contact Information

Contact's Name: LeeVaughn Spates
Contact's Pronouns: He/Him
Contact's Title: Associate Director of FP&A
Contact's Email: leevaugh@buffalo.edu
Contact's Phone: 716-829-6349

Posting Dates

Posted: 10/08/2026
Deadline for Applicants: Open Until Filled
Date to be filled: