Financial Assistant, Small Animal Clinical Sciences
About The Position
The financial assistant provides financial and administrative support for departmental operations, research activities, graduate programs, and clinical locum placements within the department. This role supports departmental and research fund management through budgeting, financial reporting, reconciliations, expenditure monitoring, commitment tracking, and year-end financial activities, while supporting compliance with university and granting agency requirements. This position facilitates graduate student funding, payroll submissions, and tuition funding transfers, and supports graduate program recruitment and onboarding activities. Additionally, the assistant coordinates all aspects of locum placements, including contracts, licensing documentation, travel arrangements, onboarding, offboarding, expense administration, and financial reporting. This role serves as a resource to faculty, staff, and researchers on financial processes, grant administration, purchasing, accounts payable, travel reimbursements, and administrative procedures.
Requirements
- A diploma in finance or a related field
- Minimum of two years of related financial and administrative experience
- Strong knowledge of financial policies, procedures, systems, administrative systems, and university processes
- Ability to maintain multiple projects and competing priorities
- Effective interpersonal and communication abilities
- Strong analytical and problem-solving abilities with the capacity to interpret financial data
- Ability to work effectively both independently and collaboratively in a team
- Excellent organizational skills with high attention to detail
- Proficient computer skills, including Microsoft Office applications
Responsibilities
- Supports the management of departmental operating, research, discretionary, overhead, professional expense funds, fee-for-service, sabbatical, and other funds through budgeting, variance analysis, reconciliations, commitment monitoring, financial adjustments, and year-end processing
- Facilitates research grant financial administration by monitoring expenditures against grant requirements, preparing financial reports, assisting with grant extensions, and completing fund closure activities
- Coordinates locum placements within clinical departments, such as planning, administration, and financial oversight of placement activities
- Serves as the primary contact for locum placement administration within assigned departments
- Coordinates hiring processes for locum placements by preparing, processing, and administering service agreements and contract documentation
- Coordinates and maintains locum licensing, work authorization, and regulatory documentation, and escalates non-compliance concerns
- Reviews and applies institutional risk management requirements related to driver authorization, licensing verification, and other compliance documentation
- Supports the administration of graduate student funding programs by budgeting, monitoring, reconciling funds, and processing payroll-related funding adjustments
- Completes payroll submissions, including appointments, renewals, position changes, and terminations
- Facilitates tuition funding transfers and deposit payments for graduate students
- Monitors payroll transactions and employee listings to support financial accuracy and workforce administration
- Arranges travel logistics for locum placements, such as accommodations, transportation, and vehicle rentals
- Supports locum expense administration through invoice processing, purchase card transactions, reimbursement activities, expenditure tracking, remittances, and financial reporting
- Monitors and processes purchase card activities, including procurement transactions and reconciliations
- Provides advice to faculty, staff, and researchers regarding financial policies, procedures, fund administration, and spending guidelines
- Supports travel and business expense reimbursement processes for faculty, staff, and locums
- Facilitates onboarding and offboarding activities for locums, including access requests, keys, fobs, parking, and related administrative requirements
- Assists with intern and resident recruitment, onboarding, and records management in collaboration with department staff
- Provides administrative support for additional departmental functions and operational activities
- Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
