Posting Details
Position Number006431Position TitleFinancial Operations Specialist II - 006431DivisionAcademic AffairsDepartment450100 - Dean-EngineeringMinimum Qualifications
Bachelor’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 Qualifications
Experience with Banner and Microsoft Office is preferred. Certification as a Research Administrator is preferred.
Job Description Summary
The University of South Alabama’s Dean-Engineering Office 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
- Provides strategic and hands-on oversight of the College of Engineering’s financial operations and its entire research grants portfolio.
- Ensures fiscal integrity, compliance with university and sponsor policies, and streamlined administrative processes, serving as a critical resource that supports faculty and staff in achieving the college’s research and academic goals.
- Manages the financial health and daily operations of the College of Engineering to include overseeing all budgetary processes, from assisting with budget preparation to monitoring expenditures and income, and conducting monthly reconciliations, ensuring compliance with accounting principles, analyzing and recommending changes to financial policies, and serving as a key trainer for staff on proper fiscal procedures and the use of the Banner system. Provides accurate financial reporting to college administration and for complying with accreditation agency requirements.
- Leads and executes the full grant life cycle for all research projects within the College of Engineering to include providing expert guidance and hands-on support for both pre-award and post-award activities, collaborating with Principal Investigators (PIs) on proposal development, budget preparation, and timely submission through the Cayuse software. Post-award, ensures that all grant expenditures comply with sponsor regulations, processes payments and transfers, and coordinates required reporting, including Personnel Activity Reports. Facilitates post-award actions, assists with grant closeout, and trains faculty and staff on grant administration procedures, maintaining a central database for all accounts.
- Utilizes accounting principles to maintain, monitor, and provide detailed reports to the administration of the College of Engineering regarding all aspects of the budget.
- Assists with budget preparation for the College, monitors expenditures and income, and identifies and recommends corrections in resolving budget problems.
- Assists with the preparation of personnel requisitions and verifies salary and accounts.
- Serves as the Super User of the Banner system and provides training and support to other staff and administrators using the system.
- Initiates requisitions for supplies and materials based on analysis of need.
- Supervises and trains department secretaries on proper procedures for purchases, payments of invoices, and requests for reimbursement, such as travel.
- Checks requisitions prior to Dean’s signature to ensure proper accounting and documentation.
- Analyzes departmental and college accounting policies and procedures and recommends changes to the chair or dean.
- Works with Principal Investigators on accounting and financial administration procedures for ail research grants and contracts.
- Assists Principal Investigators to ensure that externally funded grant expenditures conform to the rules and regulations of the funding agency.
- Coordinates completion of Personnel Activity Reports by all research personnel to ensure that personnel commitments comply with the required level of effort.
- Maintains internal accounting of all College of Engineering accounts.
- Responsible for coordinating data collection and reporting or financial information to comply with the requirements of engineering and university accreditation agencies.
- Supports faculty and staff in the preparation, submission, and administration of sponsored research proposals and awards.
- Collaborates with Principal Investigators (PIs) to develop detailed budgets and budget justifications for grant and contract proposals.
- Reviews proposal guidelines to identify submission requirements, potential concerns, and ensure timely submission.
- Prepares and reviews proposal application packages, ensuring all administrative documents are complete and compliant.
- Collects and verifies institutional approvals prior to submission.
- Facilitates the full proposal preparation and submission process, ensuring alignment with federal, sponsor, and university policies.
- Provides expert guidance on sponsor and university policies and procedures.
- Interacts with subcontractors, vendors, and consultants to obtain required documentation.
- Reviews and validates budget information, sub-recipient, and consultant documentation.
- Maintains accurate pre-award records in Cayuse for each proposal.
- Submits proposals and related documents using Cayuse software.
- Requests and prepares service agreements in coordination with PIs and external collaborators to support sponsored project activities.
- Facilitates post-award actions, including no-cost extensions, budget modifications, and re-budgeting requests.
- Submits agreement requests and amendments to Sponsored Projects for each funded award, sub-award, or contract.
- Prepares personnel action Corms related to grant or cost-share effort for academic year and summer terms.
- Assist PIs in ensuring that grant expenditures comply with sponsor regulations.
- Processes invoices for payment in accordance with sponsor and institutional policies.
- Obtains cost documentation for post-award transfers that are not processed in a timely manner.
- Assists with grant closeout verification and obtain required closeout documentation from PIs and departments.
- Prepares cost-transfers, along with the Personnel Action or Expense Transfer for any funds that need to be moved as part of grant closeout.
- Prepares the Research Release report biannually as part of post-award overhead distributions.
- Obtains personnel activity verification semesterly from departments for all faculty, staff, and students with grant effort.
- Trains faculty and staff in the use of Banner software for monitoring grant balances.
- Communicates with departments and university offices regarding grant-related information and provides recommendations for effective grant and contract administration.
- Supports administrative procedures for all research grants and contracts in collaboration with PIs and staff.
- Regular and prompt attendance.
- Ability to work schedule as defined and overtime as required.
- Related duties as required.
Number of Vacancies1Position End Date (if temporary)Job Open Date09/20/2025Job 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 (*).
- * Are you at least 18 years of age?
- * Do you have a legal right to work in the United States?
- * 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?
- * 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)
- * 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
- * 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- Resume
- 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 ReportThe 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.
Equal employment opportunity, including veterans and individuals with disabilities.
PI278292575
