Financial Operations Specialist I - 003912

Posting Details

Position Information

Position Number 003912

Position Title Financial Operations Specialist I - 003912

Division College of Medicine

Department 720500 - Pharmacology

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 of 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.

Job Description Summary

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

Essential Functions

• Manages the financial and administrative operations of the department and provides general administrative support 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.
  
  

Posting Information

Number of Vacancies 1

Position End Date (if temporary)

Job Open Date 04/10/2026

Job Close Date

Open Until Filled Yes

Special Instructions to Applicants

Working Days Monday - Friday

Working Hours 8:00 a.m. - 5:00 p.m.

Job Location Main Campus

Full-time or Part-Time Full Time

Regular or Temporary Regular