Financial Operations Specialist

Posting Details

Position Number: 003933

Position Title:

Financial Operations Specialist I - 003933

Division:
College of Medicine

Department: 720100 - Biochemistry

Minimum Qualifications:

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 progressively responsible clerical accounting experience. An equivalent combination of education and experience may be considered.

Preferred Qualifications:

Related experience in an academic setting is highly preferred. Experience with Banner and Microsoft Office is preferred.

Job Description

Summary:

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

• Manages the financial and administrative operations of the Department of Biochemistry and provides administrative support to the department chair, faculty, staff and medical students.
• Acts as central point-of-contact for inquiries to the Department.
• Monitors departmental fund balances, reconciles expenses, and prepares quarterly financial reports to the Chair.
• Assists the Chair with budgeting and financial planning for the Department.
• Monitors departmental spending for proper adherence to University, State, Federal and Agency funding regulations.
• Works with the College of Medicine Business Office (COMBO) and the Office of Grants and Contracts to verify that expenses associated with grants are within the scope of the funded research.
• Monitors burn rates (the speed at which a grant, fellowship, or sponsored research project consumes its allocated budget) on awards and alerts faculty to any deficiencies.
• Prepares and submits Banner requisitions for purchase order payments.
• Processes payments to vendors using PCard and Concur Invoice.
• Utilizes various software and systems to include MS Excel and Word, Banner and Banner Finance, and Concur.
• Acts as a proxy in Concur for the reconciliation of faculty activity, expenses and travel.
• 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 submit 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, postdoc and graduate students, as needed.
• Serves as direct contact to new vendors, providing required documents to become a USA vendor.
• Places lab orders using PCard or Purchase Orders; maintains accurate 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, files and databases.
• Maintains departmental calendar, and organizes and maintains calendar for the departmental Chair.
• Serves as liaison between the department, College and University administrative offices.
• Serves as Building Safety Coordinator for Biochemistry & Molecular Biology which includes monthly AED battery checks, attending safety meetings, and disseminating pertinent information to Departmental personnel.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.