Finance Operations Coordinator

The Finance and Operations Coordinator is responsible for assisting the Office of Academic Administration and Clinical Department Administrators (CDA) in managing the clinical department's budget, processing personnel actions, overseeing various financial and operational tasks, and coordinating renovations and space planning. This role ensures efficient operations and financial management, supporting the clinical department's goals and objectives.

Finance:

• Under supervision of CDA, serve as an expert budget manager, utilizing Banner Self-Service (SSB) and Tableau to oversee and reconcile departmental hard dollars, grants, designated purpose funds, affiliation funds, and student award funds. Conduct detailed financial analyses to support departmental planning and decision-making. Provide regular financial reports and insights to both the department and Dean’s Office.
• Under supervision of CDA, serve as an expert in the TouroOne Buy (Unimarket) online purchasing system, processing purchase orders, retrofit orders (check requests), blanket orders, and employee expense claim reimbursements. Additionally, manage the processing of honoraria payments to outside speakers in accordance with institutional policies.
• Under supervision of CDA, actively monitoring and tracking grant balances, ensuring that project funds are utilized efficiently and in compliance with sponsor guidelines. Proactively manage grant end dates and notify the Dean's Office of any upcoming grant losses or funding gaps. Maintain an accurate and up-to-date grant database for the department, ensuring all records are complete and accessible. Collaborate regularly with Administrator and Office of Restricted Funds to discuss funding issues, provide guidance on grant management, and address any concerns related to project budgets
• Assist Clinical Department Chair and Administrator in the preparation of annual  department hard dollar budget as part of the annual college and school of medicine budget process.  Assist in submitting department budget proposal for annual budget meeting with Dean's Office.
• Assist the College Data Administrator (CDA) in managing user access and permissions for department funds within the Banner and Unimarket systems. Support departments and the College Budget Office by processing User Account Creation and Modification Forms (UACMF) to add, remove, or update access for faculty, staff, and guest users.
• Under supervision of Dean’s Office and Clinical Department Administrator, process Teaching Service and Administration (TSA) payments to faculty for clinic or on-call services and track TSA time and effort reports.
• Assist CDA in management of department clinical trial study grants. Ensure a thorough three-way match between study contracts, invoice backup, and subject enrollment data to support compliance and proper financial management.

Operations:

• Maintain comprehensive expertise in the TouroOne Enterprise system, including all Banner applications and modules. Act as a resource for system navigation, troubleshooting, reporting, and process optimization to support administrative functions and ensure data integrity across departments.
• Under supervision of CDA, accurately preparing and submitting Electronic Personnel Action Forms (EPAFs) within the Banner system, ensuring all required data fields and justification comments are complete and compliant with institutional guidelines. Monitor the progress of submitted EPAFs and follow up as needed to ensure timely approval and processing.
• Under supervision of CDA, complete and submit Personnel Requisition Forms (HR-3 form) with accurate position details, justification, and job descriptions in alignment with institutional needs. Ensure thorough follow-up to facilitate timely review, approval, and processing through appropriate channels.
• Under supervision of CDA, coordinate capital projects, relocations, and renovations with Facilities and Capital Planning, Academic Administration, planners, designers, and vendors.
• Under supervision of CDA, implement and maintain policy and procedure manuals for the department. Assist the Deans’ Offices in space planning and coordinate all renovations and space issues.
• Represent the department at college meetings, including HR Administrator Meetings.

Education requirement: Bachelor's degree in a relevant field (e.g., Finance, Business Administration)

Licenses or certifications: None required, but certifications in project management or financial management are a plus

Technical/computer skills: Proficiency in Microsoft Office Suite, database management, and financial software

Prior experience: Minimum of 3 years in a similar role within a medical or educational setting

Other skills/requirements: Excellent communication and organizational skills, ability to work independently and as part of a team, strong problem-solving abilities

Physical demands: Ability to sit for extended periods, occasional lifting of materials up to 20 pounds

Environmental demands: Office environment with occasional visits to hospital sites

Internal Contacts: Dean’s Office Deans, Clinical Department Administrators, VP, Research, VP for Finance, CFO, General Counsel, Associate VP of Facilities Management and Capital Planning, Director, EHS Director, HR Director, IT Director, ORA Director, Comparative Medicine Director, Restricted Funds Chairs Core Directors Director for Academic Administration (SOM), Senior Manager, Faculty, Staff, Students

External Contacts: Vendors, AAMC Officials and Staff, Auditors and Consultants, Residents, Residency Program Directors and Coordinators