G26/27 Financial & Admin Specialist (Academics)
About The Position
The Financial and Administrative Specialist manages financial processes and administrative tasks to support smooth and efficient operations within the Office of Academics. Duties include entering purchase requisitions, submitting invoices, reconciling purchasing cards monthly, monitoring budgets, processing payroll, and submitting and tracking travel and grant-related expenses. The role requires confidentiality, compliance with relevant regulations, collaboration with internal stakeholders, and careful attention to detail. The specialist maintains accurate financial records, runs and analyzes reports in Oracle or other ERP systems, and prepares summaries and recommendations based on financial data and trends. The position also provides administrative support to the offices as needed, including filing, record retrieval, and other ad hoc tasks.
Requirements
- Education and experience equivalent to an associate’s degree in accounting, business, finance, or business administration.
- At least 2–3 years of experience in a similar role, with a strong understanding of financial processes, payroll functions, and administrative tasks.
- Proficiency with financial software and Microsoft Office Suite, including Word, Excel, and Outlook.
- Ability to run and interpret financial reports in Oracle or other ERP systems.
- Strong attention to detail, accuracy, and organizational skills.
- Excellent written and verbal communication skills.
- Effective problem-solving and analytical thinking.
- Ability to manage multiple tasks, meet deadlines, and work under minimal supervision.
- Strong interpersonal skills for cross-departmental collaboration.
- Discretion and integrity in handling sensitive financial and payroll information.
Responsibilities
- Enter purchase requisitions into the financial system, such as Oracle, and maintain appropriate supporting documentation.
- Process and submit invoices to Accounts Payable, verifying vendor details and amounts.
- Reconcile purchasing-card transactions monthly, ensuring transactions have receipts and are assigned to the correct budget lines.
- Monitor departmental budgets and report expenditure variances or concerns to management.
- Submit mileage and travel expense reports for reimbursement and verify compliance with organizational policies.
- Submit and track grant reimbursement requests, maintain documentation, and coordinate with grant administrators to support compliance.
- Prepare and process payroll accurately and on time, coordinating with HR and Payroll to resolve discrepancies.
- Run and analyze financial reports from Oracle or other ERP systems, prepare summaries, and recommend actions based on financial data and trends.
- Collaborate with the Office of Academics, Finance, Budget, Procurement, HR, schools, and Payroll to align financial operations with organizational goals and policies.
- Maintain accurate, up-to-date financial records and protect confidential payroll, financial, and personnel information.
- Provide administrative support as needed, including document filing, record retrieval, and ad hoc tasks.
- Perform other duties as assigned to support departmental and organizational priorities.
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Education Level
Associate degree
