Financial Specialist

Job Requisition:

JR101567

Financial Specialist (Open)

Department:

CC00489 VIMS1

| OFIN |

Eastern Shore Laboratory Job Description Summary:

The mission of William & Mary's Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality. VIMS Eastern Shore Laboratory (ESL) supports this mission by serving as a field station and seaside coastal seawater laboratory for basic marine science and aquaculture research, marine science education and service to the Commonwealth, particularly with regard to marine resources on the Eastern Shore of Virginia.

Job Description:

Reporting to the Financial Officer, the Financial Specialist provides comprehensive financial, procurement, and administrative support for the Eastern Shore Laboratory, including managing the full lifecycle of purchase requests and vendor transactions, managing and processing transactions for ESL's service centers (vessels, vehicles, housing, and bench fees), maintaining accurate, audit-ready financial records, and other financial duties as assigned.

Required Qualifications Education:

Bachelor's degree in Finance, Accounting, Business Administration or a related field preferred. Equivalent experience may be considered.

Competencies:

Familiarity with financial software and spreadsheet applications (e.g. Excel), in addition to knowledge of Workday, Banner, or other enterprise resource planning (ERP) systems. Strong attention to detail and accuracy in financial data entry and reporting. Excellent organizational skills with the ability to manage multiple tasks in a fast-paced environment. Effective communication skills, both verbal and written, to interact with diverse stakeholders.

Experience:

Working knowledge of the Commonwealth of Virginia's higher education financial policies and procedures.

Preferred Qualifications Competencies:

Advanced Excel skills, including proficiency in complex formulas, pivot tables, and data analysis. Strong analytical and problem-solving skills, with the ability to interpret and present financial data effectively. Knowledge of Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB).

Experience:

Experience with financial analysis or accounting within a higher education setting. Proficiency in Workday Financials or Banner Finance modules. Experience with budget development and management within the Commonwealth of Virginia's higher education system. Experience in auditing financial records. Salary

• up to $64,000.

00 $5,000 sign on bonus and relocation stipend up to $5,000 (must be moving at least 50 miles to be eligible for the relocation stipend).

Conditions of Employment:

This is a full-time, non-exempt position eligible to receive overtime in accordance with the Fair Labor Standards Act, and University policy. This position may be subject to over-time during high peak times as pre-approved by the supervisor. Core Duties and Responsibilities Financial and Procurement Support

• 90% Ensure the timely and accurate processing of all purchase requests submitted by faculty and staff at the Eastern Shore Laboratory, including the receipt of ordered items and packages, recording them in the procurement system, obtaining and verifying invoices, and processing payments in accordance with established policies, procedures, and regulatory requirements.

Manage and execute the timely processing of payments for open-vendor accounts through the procurement system, ensuring accuracy, proper documentation, and full compliance with institutional policies and financial procedures. Oversee vendor management operations, including direct coordination with William & Mary Procurement and individual vendors; facilitate the collection and verification of IRS Form W-9 documentation; and support the end-to-end vendor onboarding process, confirming accurate setup within the procurement system. Provide day-to-day transactional support for ESL service centers (e.g., vessels, vehicles, resident housing, bench fees), ensuring accurate and timely processing of charges. Handle obligations, billing, and cost recovery activities, applying established rates and ensuring charges are properly recorded and allocated to the correct accounts. Perform routine reconciliations of service center accounts, quickly identifying and resolving discrepancies to maintain clean, audit-ready records. Prepare straightforward financial reports for the Financial Officer, summarizing revenues, expenses, and usage trends across service centers. Work closely with faculty and staff in a small-campus setting to track usage, verify supporting documentation, and ensure alignment between operations and financial records. Assist in the tracking and reporting of expenditures against approved budgets, identifying any discrepancies and potential issues. Assist in the reconciliation of accounts as required. Ensure compliance with institutional policies and applicable guidelines while maintaining practical, efficient processes appropriate for a smaller operation. Support audits or reviews by organizing and providing clear, well-documented transaction records. ESL Mission Support

• 10% Greet and assist walk-in visitors.

Determine the reason for the visit and assist or direct them to the appropriate person. Greet and assist incoming callers. Determine the reason for the call and answer or direct them to the appropriate person. Take messages and distribute as needed. Receive, sort, and process all incoming mail and packages, ensuring accurate and timely distribution to the appropriate recipients. Process travel-related reimbursements for the Director in a timely and accurate manner. Maintain office supply inventory. Maintain monthly vehicle and fuel log sheets for Eastern Shore Laboratory. Provide the necessary check-in forms and keys to each visiting user and ensure the keys and necessary forms are returned upon check out. Other duties as assigned.

Additional Job Description:

Job Profile:

JP0831

• Financial Specialist I
• Nonexempt
• Salary
• S09

Qualifications:

Position Restrictions:

Continuing E&G funded position and not term-limited EEO is the Law. Applicants can learn more about William & Mary's status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission.

https:

// www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Background Check:

William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Remote Work Disclaimer:

Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor's ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.