Financial Assistant - School of Public Health

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Summary:

The School of Public Health is searching for a Financial Assistant reporting to the Director for Finance and Administration. The financial assistant will provide fiscal and budgetary operations support to 4 departments in the school. This position performs fiscal duties including financial reconciliations, procurement functions and post-award grant management support. This position will ensure timely reconciliation of expenses procured through purchasing card, RealSource, internal transfers, etc. Other responsibilities include serving as back up to the day-to-day purchasers, travel reimbursements, fiscal risk management through internal controls and data accuracy verification.

Core Responsibilities: 

 Reconciliation of departmental indices (50%)

• Perform monthly reconciliations for various accounts, ensuring all transactions are accurately recorded and any discrepancies are identified and resolved in a timely manner.
• Investigate and resolve discrepancies between internal records and external sources (e.g., bank statements, credit card statements, vendor invoices) by communicating with relevant departments or external vendors.
• Prepare and maintain detailed reports and documentation related to account balances, reconciliation activities, and financial processes for audits and management review.
• Assist with year-end closing processes, including ensuring that all account reconciliations are completed, reviewed, and submitted within established deadlines.

Management of Monthly Department-Specific Fiscal Duties (40%):

• Process vendor invoices and other financial transactions, ensuring that they are properly documented and approved. Assist with the preparation of payment requests and follow up on outstanding payments.
• Maintain organized records of financial transactions, including receipts, invoices, purchase orders, and contracts. Ensure all documents are properly filed and readily accessible for audits or reporting.
• Manage travel logistics for faculty, staff and students, including booking flights, hotel accommodations, rental cars, and other travel-related services, in compliance with the university travel policies and guidelines.
• Key fiscal transactions such as journal vouchers, encumbrance removals and other actions. Ensure all data is accurate and up-to-date for proper account management.
• Serve as a purchase card holder. Perform timely reconciliation of expenses procured through purchasing card.
• Provide grants management post-award support to the research administration team.

Risk Management (10%):

• Demonstrate a commitment to risk assessment (considering cost, benefit, and impact).
  Utilize identified internal control mechanism
• Practice routine data accuracy verification
• Keep division leadership appraised of activities, issues, and relevant concerns.
• Assist with ARMICS testing

Minimum Qualifications:

• High School diploma or equivalent required; Bachelor’s degree in Accounting, Business Administration, or a related field preferred.
• At least 1-2 years of experience in an administrative or fiscal support role, with exposure to travel booking or reimbursement processes.
• Basic knowledge of accounting principles and financial processes
• Strong proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Strong organizational and time-management skills with the ability to manage multiple tasks efficiently.
• Excellent attention to detail
• Strong written and verbal communication skills, with the ability to communicate effectively with vendors, employees, and management.
• Ability to maintain confidentiality and manage sensitive financial and personal data.
• Must have a demonstrated commitment to fostering diversity and inclusion in past experiences or a commitment to do so as a staff member at VCU

Preferred Qualifications:

• Bachelor’s degree in Accounting, Business Administration, or a related field preferred.
• Experience with VCU’s banner, RealSource and chrome river systems

The School of Public Health continuously strives for our workplace and learning environment to reflect the demographic and social milieu of the communities we serve. All qualified applicants are encouraged to apply.

ORP Eligible: No

University Job Code: 18011-18103

VCU is committed to hiring veterans! VCU will include a veteran's period(s) of military service in the calculation of their university leave accrual rate. This may provide veterans with an increased leave accrual!

Carrie Boyd