Financial Administration Specialist

Department‑Specific Responsibilities

• Serves as a key administrative and financial operations lead within the College Finance Office.
• Responsible for overseeing personnel transactions, instructional budgeting, and financial compliance activities across the College.
• Ensures accuracy and adherence to University and College policies through the review and approval of faculty, staff, and hourly appointment transactions, while actively managing instructional budgets and supporting faculty hiring and recruitment processes.
• Plays a central role in Budget Construction, financial reporting, and account reconciliation, partnering closely with other departments in the Executive Dean's Office, College Enrollment Management, and staff to align resources with academic needs.
• Supports strategic financial planning efforts and contributes to the development and implementation of College policies, procedures, and systems.
• Oversees and approves academic faculty, staff, and hourly appointment transactions, ensuring accuracy and compliance with university and College policies and practices.
• Manages payroll processing for Dean's Office units, including biweekly timesheet audits, voucher approvals (biweekly/monthly), payroll adjustments, and employee support to resolve timesheet errors.
• Serves as backup payroll processor for all other College units as needed.
• Monitors instructional budgets using enterprise and College-specific systems, auditing faculty FTE, leaves, course buyouts, and non-core instructional appointments.
• Leads coordination of Visitor, Adjunct, and Academic Overload budgeting, partnering with Enrollment Management to align hiring and instructional needs with funding.
• Serves as fiscal officer for a limited portfolio of accounts, monitoring transactions, reviewing financial activity, and assisting with budget tracking.
• Partners with the Dean's Office and departments on general fund faculty hiring, including position setup, budgeting, and tracking of recruitment activity.
• Monitors and manages financial compliance activities, including NIH Summer Salary Cap tracking, course buyouts, and related fund transfers.
• Performs monthly reconciliation and financial reporting for College accounts, generating auxiliary reports to support leadership decision‑making.
• Manages shared communications (COLLBUD) and contributes to the development of policies, procedures, and financial systems.

• Applies knowledge to accepted procedures and standards, performing financial and administrative tasks related to managing the daily and long‑term financial and/or administrative operations of an organizational unit or an academic, research, and teaching department within a school or college.
• Makes recommendations on policies and guidelines for division/department activities.
• Monitors expenditures and statement of accounts to ensure regulatory compliance and fiscal integrity.
• Manages general appropriation, endowment, federal and non‑federal grants and contracts, and gift funds.
• Develops, plans, and makes recommendations on special projects, including space allocations, staffing, equipment purchases, and long‑range plans.
• Prepares operating and project budget drafts independently and/or in coordination with other finance staff, regularly explaining financial concepts to non‑financial employees.
• Monitors division/departmental budgets and resolves or recommends resolutions for any significant deviations from approved budgets.

Required Education

• Bachelor's degree in finance, business, or a related field.

Preferred Education

• Advanced education in finance, business, or a related field.

• Two years of relevant administrative work experience, preferably in a higher education environment. Fiscal or accounting experience is also a plus.

Required

• Proficient communication skills.
• Maintains a high degree of professionalism.
• Demonstrates time management and priority‑setting skills.
• Demonstrates a high commitment to quality.
• Possesses flexibility to work in a fast‑paced, dynamic environment.
• Seeks to acquire knowledge in area of specialty.
• Intermediate understanding of technology; experience using electronic platforms to perform various…