Description

Posting Details

Position Information Position Number003837Position TitleFinancial Operations Specialist II - 003837DivisionCollege of MedicineDepartment710840 - Student Affairs COMMinimum QualificationsBachelor’s degree in a related field from an accredited institution as approved and accepted by the University of South Alabama and four 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 three years of progressively responsible clerical accounting experience. Directly related experience may substitute on a year for year basis for the required education.Preferred QualificationsRelated experience in an academic setting is highly preferred. Experience with Banner and Microsoft Office is preferred. Certification as a Research Administrator is preferred.Job Description SummaryThe University of South Alabama’s Office of Student Affairs College of Medicine (COM) is seeking to hire a Financial Operations Specialist II. Interested candidates should apply to be considered. Essential Functions These are the job duties required of the position.Essential Functions

• Assists with summarizing the data necessary to prepare the annual budget requests.
• Formulates operational recommendations based on fiscal analytics that leverage changes in the fiscal ecosystem for the Whiddon College of Medicine (COM) Office of Student Affairs and Office of Medical Education.
• Manages the following Whiddon COM budgets for Student Affairs (inclusive of operating expenses, faculty and staff travel, student travel, and student wellness), Whiddon COM Student Escrow, Whiddon COM Review of Systems, COM Visiting Students, and Whiddon COM Transcript Fund.
• Conducts data collection, analysis, and fiscal analytics.
• Maintains accurate financial records and files.
• Utilizes Banner Finance to access departmental information.
• Audits the following Whiddon COM accounts to verify the accuracy of entries, investigates discrepancies, and reconcile accounts: Student Affairs, Division of Medical Education, Whiddon COM Student Escrow, Whiddon COM Review of Systems, Whiddon COM Visiting Students, COM Wellness, COM Transcript Fund, and specific Whiddon COM student group accounts.
• Gathers data and analyzes accounts to provide timely updates to supervisors in the previously mentioned offices.
• Coordinates travel arrangements and processing or paperwork for faculty, staff, and Whiddon COM students for national and regional scientific and educational meetings for the Office of Student Affairs.
• Assists the Whiddon COM students in preparing budgets, facilitating relationships with the University Student Government Association, and completing requests to be absent in efforts to streamline the process for Whiddon COM student travel to scientific meetings.
• Reviews, reconciles, and signs off on monthly reports from the Whiddon COM Business Office.
• Manages the Whiddon COM student emergency loan program.
• Coordinates the ordering and payment for the NBME examinations for Whiddon COM students for years M1-M3.
• Coordinates with Whiddon COM Business Office regarding funds available for Whiddon COM Scholarship committee to award to current students.
• Coordinates Whiddon COM Scholarship Committee meetings, record the minutes from meetings, draft award letters to students, and prepares award paperwork, including documentation of receipt of required FERPA Release Form.
• Coordinates the budget, accounts payable, and the receipt of contracts with dissemination to appropriate University officials for all major Whiddon COM events, including Match Day, Honors Convocation, White Coat Ceremony, Honors and Awards Breakfast, and other social college-wide events.
• Assists with planning, implementation, and hosting Special Events for the Whiddon COM as noted above.
• Assists in the planning, implementation, hosting, and coordination of the Health and Wellness programming, including budget preparation, analysis, and forecasting.
• Assists in the conducting various cost studies and analyses as requested.
• Coordinates the distribution and collection of building access key fobs for Whiddon COM Medical Students.
• Serves as the liaison between the Whiddon COM and University offices, such as facilities and maintenance, to ensure smooth operations of the physical building.
• Communicates with the Associate Deans of Student Affairs and Medical Education regarding the academic unit’s fiscal activities.
• Prepares monthly and quarterly financial reports, including those detailing strategic and tactical expenditures by category and estimating future fiscal health based on known commitments, known sources, and historical information.
• Assists in the onboarding of new staff with regard to training in the areas of travel, promotion, and tenure.
• Independently performs a high level of analysis, including preparing complex financial reports.
• Leads and supervises the unit’s financial management staff and evaluate fiscal management workload, recommending staffing to meet the unit’s needs.
• Completes all EPAFs for the Whiddon COM Office of Student Affairs.
• Completes the necessary forms and paperwork for job postings and reclassification requests.
• Oversees ordering, receiving, and checking for accuracy of supplies, equipment, and furniture for the Whiddon COM Office of Student Affairs.
• Supports other staff and personnel when needed.
• Interacts professionally with faculty, staff, administrators, and external agencies.
• Ensures and respects the confidentiality of various data and employee/student information.
• Utilizes a PC and calculator to prepare spreadsheets, reconciliations, and other reports.
• Prepares financial reports using Microsoft Office and Banner.
• Reliable, regular, and prompt attendance.
• Acts as liaison for securing sponsorships for Whiddon COM events from the AMA, the Medical Society of Mobile County, and the Medical Alumni Association.
• Regular and prompt attendance.
• Ability to work schedule as defined and overtime as required.
• Related duties as required.

Posting Information Number of Vacancies1Position End Date (if temporary)Job Open Date11/20/2025Job Close DateOpen Until FilledYesSpecial Instructions to ApplicantsWorking DaysMonday - FridayWorking Hours8:00 a.m. - 5:00 p.m.Job LocationMain CampusFull-time or Part-TimeFull TimeRegular or TemporaryRegular

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Are you at least 18 years of age?
   • Yes
   • No
2. * Do you have a legal right to work in the United States?
   • Yes
   • No
3. * The University of South Alabama typically does not sponsor individuals for staff positions. Will you now or in the future require sponsorship for employment visa status?
   • Yes
   • No
4. * What is the highest level of education you have completed?
   • Less than High School
   • High School Diploma or equivalent
   • Associates Degree
   • Bachelors Degree (or will obtain within 6 months)
   • Masters Degree (or will obtain within 6 months)
   • Terminal Degree (or will obtain within 6 months)
5. * How many years of related experience do you have?
   • Less than 1 year
   • Between 1 - 3 years
   • Between 3 - 5 years
   • Between 5 - 7 years
   • More than 7 years
6. * How did you hear about this position?
   • USA website
   • LinkedIn
   • Zip Recruiter
   • Indeed
   • HigherEd Jobs
   • Alabama Career Center / Alabama Works
   • Facebook
   • Word of mouth
   • Other

Applicant Documents

Required Documents

Optional Documents

1. Resume
2. Cover Letter

The University of South Alabama is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, pregnancy, sexual orientation, gender identity, gender expression, religion, age, genetic information, disability, protected veteran status or any other applicable legally protected basis. If you feel you have been discriminated against, please notify the Equal Employment Opportunity Investigator or the Associate Vice President, Finance and Administration/CHRO.

EO Employer – minorities/females/veterans/disabilities/sexual orientation/gender identity.

Annual Security and Fire Safety Report
The University of South Alabama publishes certain crime statistics for the most recent three-year period as required by the Jeanne Clery Act. The Annual Security and Fire Safety Report is required by federal law and contains policy statements and crime statistics for the school. The report, along with additional information, is available online at: http://www.southalabama.edu/departments/police/resources/fireandsafetyreport.pdf. You may also request a paper copy from the University Police office located at 290 Stadium Blvd, Beta Gamma Commons Building, Mobile, AL 36688.

PI280045408