Financial Assistant - School of Public Health

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