Accounting Specialist - Biscayne Bay Campus

Job Summary

The Accounting Specialist serves as a key operational contributor to the Finance team at the Chaplin School of Hospitality and Tourism Management (CSHTM), ensuring the financial integrity and compliance of daily operations. This role is responsible for managing the procure‑to‑pay lifecycle, including processing credit card authorizations, liaising with hospitality partners for folio reconciliation, and auditing Travel Authorizations (TA) and Expense Reports (ER) for policy adherence.

The Accounting Specialist actively manages departmental reimbursements involved with University and Foundation funds and ensures strict adherence to PCI compliance standards. Working closely with the Director, the incumbent analyzes financial data to support strategic decision‑making and assists in the preparation of the annual budget and monthly financial close activities.

• Maintains and updates complex financial spreadsheets, including transaction logs and reconciliation templates, to accurately track expenses, cash flow, and key performance indicators (KPIs) for departmental review.
• Performs data entry and other office functions including monitoring invoices, following up for payments, maintaining records, logs, and files.
• Liaises with external hospitality partners (hotels/venues) to execute credit card authorizations and secure post‑stay folios, ensuring accurate billing and documentation for events and travel.
• Reconciles credit card statements, identifies discrepancies, and flags issues for resolution.
• Prepares and processes reimbursement packages for Direct Support Organizations (DSO/Foundation), ensuring strict adherence to donor requirements and documentation standards for timely fund transfers.
• Assists in the preparation of the annual budget package. Performs budgetary transactions for CSHTM, including the generation of Smart Bills, Journals IDs and budget amendments.
• Prepares and supports creating Travel Authorizations (TA) and Expense Reports (ER) forms for faculty/administrators, ensuring compliance and completeness.
• Serves as the vendors, faculty, staff, administration primary contact or technical contact;
  Handles sensitive cardholder information and/or processes credit card transactions for the department/unit;
  Will have access to a third‑party system (software, gateway, etc.) that processes, transmits, and/or stores cardholder information.
• Coordinates the procurement lifecycle, including the submission of requisitions, creation of purchase orders, and receiving of goods. Monitors vendor payments to ensure timely disbursement and maintains accurate procurement records.

High school diploma or equivalent and three (3) years of accounting/bookkeeping experience; or an equivalent combination of relevant education and/or experience.

• Experience with Enterprise Resource Planning (ERP) systems, particularly People Soft Financials (for requisitions, POs, and journals) and travel management systems (for TAs and ERs).
• Intermediate to advanced skills in Microsoft Excel, specifically the ability to create and manage pivot tables, VLOOKUPs, and complex formulas to track expenses and reconcile accounts.
• Prior experience generating or processing Smart Bills and internal billing transactions within a university or large organizational setting.
• Demonstrated experience managing the full requisition‑to‑payment cycle, including creating purchase orders, verifying goods receipts, and resolving invoice discrepancies with vendors.

Staff

$45,000 - $48,000

Begin time: 8:30 AM

End time: 5:00 PM

Required to spend 50% or more of time operating a computer.

Expanded Background Check

• Ability to work flexible hours as needed.
• Ability to travel locally.

Current Employee
:
Log into Employee Self Service (ESS) to apply. Use “My Applications” to track status.

Prospective Employee
:
Create an account, attach resume and cover letter, then complete the online application which includes work history and educational details. All applicants must complete the online application…