Financial Operations Specialist I - 003933

Essential Functions

• 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.
• Maintains departmental fund balances, reconciles expenses, and prepares quarterly financial reports to the Chair.
• Aids the Chair with budgeting and financial planning for the Department.
• Maintains 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.
• Maintains burn rates 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 such as MS Excel, Word, Banner, 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.
• Covers 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, reimbursements, and meeting venue for invited speakers.
• 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.
• Sets up 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.

Job Location

Main Campus

Working Hours

8:00 a.m. - 5:00 p.m., Monday - Friday