Disbursement Analyst

Organization Overview

Virginia Tech Foundation, Inc. (VTF) is a nonstock corporation established in 1948 for the sole purpose of managing the endowment and real estate portfolio of Virginia Tech, now valued at $3.4 billion. VTF exists and operates as a separate, independent entity with its own officers and governing board – managing, investing, and distributing private resources to advance Virginia Tech’s mission and its strategic priorities.

Position Summary

Reporting to the Assistant Controller of Disbursements, the Disbursements Analyst performs advanced transactional review, approval, and control activities supporting the Foundation's disbursement operations. The position independently evaluates payment requests and related documentation for accuracy, authorization, available funding, donor restrictions, and compliance with applicable Foundation and University requirements. This role also serves as a knowledgeable resource to campus and Foundation partners, provides secondary review of transactions processed by other team members, supports check-run controls, and contributes to the consistency and effectiveness of departmental processes.

Key Responsibilities

Advanced Disbursement Review and Processing

• Evaluate and process disbursement vouchers and supporting documentation, including Requests for Payment, Travel Vouchers, TEM vouchers, invoices, requisitions, purchase orders, and credit memos.

• Apply independent judgment to determine whether expenses are appropriate, adequately supported, properly authorized, within available cash balances, and consistent with donor intent and applicable policies.

• Review and approve or disapprove transactions submitted through HokieMart and Chrome River workflows, documenting exceptions and communicating required corrections to submitting departments.

• Prioritize transactions to meet established processing standards while maintaining accuracy, completeness, and a strong control environment.

Quality Assurance, Compliance, and Internal Controls

• Perform secondary review and approval of disbursement transactions entered by other fiscal technicians to validate data accuracy, account information, supporting documentation, and policy compliance.

• Identify discrepancies, incomplete documentation, unusual transactions, or potential policy exceptions; research issues and coordinate resolution with appropriate stakeholders before payment.

• Maintain complete and audit-ready transaction records in accordance with document retention and departmental requirements.

• Support consistent application of procedures by sharing guidance, clarifying requirements, and escalating complex or higher-risk matters to management when appropriate.

Check-Run and Payment Control Support

• Participate in the rotating check-verification and check-release control processes.

• Verify that disbursements entered in Banner were issued accurately, properly reflected in system records, and marked with the appropriate paid date.

• Prepare check-release documentation, identify required backup or enclosures, and clearly communicate special-handling instructions to Financial  Reporting and the Program Support Technician.

• Assist with researching and resolving payment discrepancies or exceptions identified during the check-run process.

Customer Service and Operational Support

• Serve as a primary point of contact for university and Foundation departments regarding payment status, documentation requirements, system workflows, and disbursement policies.

• Provide timely, professional, and solutions-oriented guidance while balancing customer needs with compliance and control requirements.

• Complete recurring operational assignments, which may include the Alumni Center Report, Lane Stadium Report, WVTF Other Income Deposit approval, and Future Designation Reports.

• Support document management, data entry, records maintenance, special projects, and other departmental priorities as assigned.

Process Improvement and Team Support

• Recommend practical improvements to transaction workflows, documentation standards, and customer communications to strengthen efficiency and consistency.

• Assist with cross-training and serve as a resource to team members on established disbursement procedures and systems.

• Contribute to departmental projects, procedure updates, and implementation of process or system changes.

Required Qualifications

• Progressively responsible accounts payable, disbursement, or related accounting experience.

• Working knowledge of accounting principles, transaction documentation, internal controls, and payment-processing practices.

• Demonstrated ability to review detailed financial information, identify discrepancies, research issues, and exercise sound judgment within established policies.

• Advanced spreadsheet, data-entry, and document-management skills, with demonstrated proficiency in Microsoft Office applications.

• Strong written and verbal communication skills and a demonstrated commitment to responsive, professional customer service.

• Ability to manage competing priorities, meet processing deadlines, maintain confidentiality, and produce accurate work in a high-volume environment.

Preferred Qualifications

• Associate degree in accounting, business, finance, or a related field, or an equivalent combination of education, training, and relevant experience.

• Experience with SCT Banner Finance, HokieMart, Chrome River, W-9 documentation, and 1099 reporting processes.

• Experience performing transaction review, approval, quality assurance, or other financial control responsibilities.

Core Competencies

Compensation

$45,000 - $50,000

Physical Requirements

This position primarily involves office-based work, including extended periods of sitting, repetitive computer use, standing, walking, bending, reaching, and occasional light lifting of less than 20 pounds. Reasonable accommodation may be made to enable qualified individuals to perform the essential functions of the position.