Financial Specialist, School of Medicine, Dean's Office

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. Accounting for almost half of VCU’s sponsored research, the School of Medicine is internationally recognized for patient care and education.

Virginia Commonwealth University is an equal opportunity, affirmative action university providing access to education and employment without regard to race, color, religion, national origin, age, sex, political affiliation, veteran status, genetic information, sexual orientation, gender identity, gender expression, or disability.

Position Summary and Primary Responsibilities:

The Financial Specialist manages the day-to-day fiscal operations of the Dean’s Units, assisting with procurement, reimbursements, reconciliations, budget development and spending monitoring. Successful candidates are knowledgeable in state and university fiscal policies, procedures and best practices and demonstrate a commitment to fiscal responsibility and service excellence.

Core Responsibilities

Procurement - RealSource Purchasing and Approving (20%)
Serve as the Dean’s Unit Purchaser and Approver in the RealSouce online procurement system.
Ensure timely and accurate order placement, proper fiscal allocation, timely Banner “receipt,” prompt invoice submission and payment.
Proactively manage the procurement process from beginning to end, working with diverse stakeholders, such as leadership, fiscal staff, students and Procurement Services, to ensure all procurement activities are compliant and carried through to fruition.
Maintain all necessary documentation for required audit trail.
Track purchases against established budgets to ensure appropriateness, alignment with budget, and correct index allocations.
Develop intimate knowledge of the procurement needs of the Dean’s Units to proactively anticipate and budget for upcoming expenses in the current and upcoming budget cycle.
Maintain current knowledge on state, university, and SOM procurement policies, procedures and best practices.
Serve as knowledge expert and resource for Dean’s Unit Purchasers by providing guidance and training as needed to ensure compliance.

Procurement - Corp Card Purchasing and Approving (15%)
Serve as the Dean’s Unit PCardholder and Approver in the Bank of America Works (BOA) online banking system.
Ensure timely and accurate order placement, proper fiscal allocation, prompt sign-off and reconciliation of transactions ahead of the GSA Corporate Purchasing Card cycle close dates.
Maintain all necessary documentation for required audit trail.
Conduct thorough and timely review and approval of BOA transactions for Dean’s Unit cardholders, ensuring compliance with all CorpCard policies and procedures, correct index and account code allocation, and that purchases align with budget and serve appropriate business purposes.
Track PCard purchases against established budgets to ensure appropriateness, alignment with budget, and correct index allocations.
Develop intimate knowledge of the procurement needs of the Dean’s Units to proactively anticipate and budget for upcoming expenses in the current and upcoming budget cycle.
Utilize BOA reporting functions to proactively monitor PCardholder activity, sign-off status, and provide guidance and assistance as needed should discrepancies or issues arise.
Maintain current knowledge on state, university, and SOM CorpCard policies, procedures and best practices.
Serve as knowledge expert and resource for Dean’s Unit PCardholders by providing guidance and training as needed to ensure compliance.

Processing Personal and Travel Reimbursement (15%)
Process personal and travel reimbursements for Dean’s Unit staff and students using the Chrome River university travel system.
Work with unit travelers and students to ensure all necessary documentation is provided to complete reimbursement process.
Prior to submitting reimbursements, ensure proper index allocation by tracking against established budgets.
Research and communicate the status of reimbursements and provide assistance as needed should any issues arise throughout the process.
Maintain current knowledge on state, University and SOM travel policies, procedures and best practices.
Serve as knowledge expert and resource by providing guidance and training as needed to assist reimbursement recipients with navigating ChromeRiver, understanding compliance, and ensuring alignment with established budget allocations.

Reconciliations and Budgeting (20%)
Monitor Dean’s Unit revenue, encumbrance, personnel and non-personnel expense activity and conduct monthly reconciliations for certification in the Finance Dashboard.
Audits internal services charges, including but not limited to telecommunications bills and facilities work orders, resolving discrepancies and identifying opportunities for efficiencies.
Process Journal Vouchers to ensure proper fiscal allocation of budget, revenue, and expense activity.
Develop intimate knowledge of Dean’s Unit spending activity and trends, maintaining awareness of programmatic needs, and notify supervisor of anticipated variances.
Monitor and manage encumbrances.
Process labor distribution changes in Banner.
Assist Dean’s Unit staff with annual budget development process, making recommendations for upcoming budget cycle.
Prepare revenue and expenditure reports for management and other ad hoc reports as needed.
Proactively seek to identify opportunities to streamline fiscal processes and create cost efficiencies wherever possible.

Customer Service and Fiscal Support (10%)
Maintain current knowledge of state, university and SOM policies, procedures and best practices related to procurement, travel, and internal controls (ARMICS), and serve as primary resource for Dean’s Unit personnel, providing guidance and training as necessary to ensure compliance.
Demonstrate commitment to customer service to diverse stakeholders, such as SOM leadership, Dean’s Unit personnel, students, and other university partners by providing timely and professional responses and assistance to fiscal policy- and operations-related matters.
Check Deposit Processing & Tracking (5%)
Daily - weekly monitoring of SOM mailbox for incoming deposit checks.
Create check deposit forms for approval, listing appropriate index and account code, and submit approved deposit forms and checks to the VCU Cashier’s Office.
Retain backup documentation of check receipts for reconciliation purposes.
Adhere to relevant University Policies and Internal Control (ARMICS) procedures.

MCVP Physician License & Fee Reimbursements (5%)
Review and submit departmental requests for MCVP Physician License & Fee Reimbursements.
Review requests for accuracy and proper documentation.
Follow up with departments to resolve any discrepancies or obtain additional documentation.
Prepare journal vouchers for approval, adhering to quarterly deadline for submission.

MCV Foundation Reimbursements (5%)
Review and submit departmental requests for MCV Foundation Reimbursements.
Review requests to ensure appropriate use of MCV Foundation funds for School of Medicine.
Review requests for accuracy and proper documentation.
Follow up with departments to resolve discrepancies or obtain additional documentation.
Submit request for reimbursement within the MCVF Web Invoicing system.
Conduct monthly reconciliations to ensure reimbursements are processed.

Fixed Asset Management (5%)
Serves as the Fixed Assets Custodian for the SOM Dean’s Office.
Maintain accurate records of asset location and conducts annual review of Dean’s Office fixed assets.

Position will remain open until filled.

The School of Medicine 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.

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