Financial Operations Specialist

Position

Financial Operations Specialist I – 003912

The University of South Alabama’s Pharmacology department is seeking to hire a Financial Operations Specialist I. Interested candidates should apply to be considered.

Bachelor’s degree in a related field from an accredited institution as approved and accepted by the University of South Alabama and three years of progressively responsible clerical accounting experience; OR a bachelor’s degree in accounting from an accredited institution as approved and accepted by the University of South Alabama and two years of progressively responsible clerical accounting experience. An equivalent combination of education and experience may be considered.

Related experience in an academic setting is highly preferred.

• Manages the financial and administrative operations of the department and provides general administrative support to the Chair, faculty, staff and trainees.
• Monitors departmental fund balances, reconciles expenses and prepares quarterly financial reports for the Chair.
• Assists the Chair with budgeting and financial planning for the Department.
• Monitors departmental spending for proper adherence to University, State, Federal and funding agency regulations.
• In regards to spending on grants, works with the College of Medicine Business Office and grants office to verify that expenses are within the scope of the funded research.
• Monitors burn rates on awards and alerts faculty to any deficiencies.
• Prepares and submits Banner requisitions for purchase order payments.
• Processes payments to vendors using purchasing card and Concur Invoice.
• Utilizes various software and systems to include MS Excel, MS Word, Banner, Banner Finance, and Concur.
• Acts as a proxy in Concur for the reconciliation of faculty activity, expenses and travel.
• Provides general administrative support to the department, comprising the department chair, faculty, staff and graduate and medical students.
• Acts as central point-of-contact for inquiries to the department.
• Drafts correspondence for the Chair.
• Sends reminders to department of time submission deadlines.
• Processes and submits documents for departmental faculty, staff, and trainee hires, promotions, reappointments, resignations, etc.
• Completes and routes Electronic Personnel Action Forms (EPAFs) for departmental faculty, staff and trainees.
• Coordinates onboarding of new students, researchers, and staff in labs with lab/office keys, after-hour security door access, and general orientation.
• Maintains departmental laboratory and office equipment inventory and submits biennial report to Property Office.
• Prepares and submits property control forms.
• Maintains the department website.
• Sends out departmental announcements by email.
• Coordinates travel, lodging, itinerary, announcements, reimbursements and meeting venue for invited speakers.
• Arranges travel for faculty, staff and graduate students.
• Serves as direct contact to new vendors, providing required document to become a USA vendor.
• Places lab orders using purchasing card or purchase orders.
• Maintains accurate order records.
• Follows up on delayed orders.
• Coordinates shipments.
• Orders and maintains inventory of office supplies.
• Submits quotes with terms and conditions and contracts for legal review.
• Prepares and submits requested materials for the College of Medicine annual report.
• Schedules departmental meetings.
• Maintains departmental calendar and organizes and maintains calendar for the Chair.
• Maintains departmental files and databases.
• Serves as a liaison between the department and College and University administrative offices.
• Serves as Building Safety Coordinator for Pharmacology, which involves monthly AED battery checks, attending annual safety meetings disseminating pertinent information to departmental personnel.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.

EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.