Administrative Support Specialist - Journey

Administrative Support Specialist - Journey Join to apply for the Administrative Support Specialist - Journey role at Inside Higher Ed. Organizational Unit Overview: The Department of Surgery is a multi-faceted organization in a complex organizational structure. It is a department within the School of Medicine with the attendant responsibility for medical education and research. The Chair of the Department is also the Chief of Surgical Services for the hospital. The Department includes 36 full time faculty members in the sections of Transplant, Plastic and Reconstructive Surgery, Pediatric Surgery, Surgical Oncology, General and MIS Surgery, and Trauma surgery. Position Number: 969045. Full time or part time: Full Time. Position Type: Staff – Office/Clerical. Job Category: Staff – Office/Clerical. Job Duties Budgetary Functions: Responsible for gathering, analyzing, reconciling, reporting and monitoring financial and budget data on a monthly, semi-annual and annual basis. Conducts monthly financial review for the department, communicates with department leadership to identify and resolve errors. Familiarity with university accounting systems, department charts of accounts, appropriate expenses for different fund types, etc. Develops and maintains a variety of reports used for tracking annual or non-recurring expenses used in budget development. Proficient in use of university accounting and purchasing systems and Microsoft Excel for reporting. Travel Policy & Expense Management (Maintaining Emberse): Serves as department expert on travel policies and procedures, researches and interprets policies, communicates with faculty and staff. Enters travel pre-approval and reimbursement requests, serves as first expense reviewer, determining appropriateness of expenses and documentation. Tracks travel reimbursements to ensure the 30-day submission guideline is met. Procard Maintenance/Management: Holds a university procard and facilitates procard purchasing. Supports departmental staff with Banner security requests, completes monthly ProCard reconciliations, and ensures all transactions are accurately coded to the appropriate FOAP. Procurement: Responsible for procurement of all equipment and supplies. Researches order requests and state vendors to find best pricing, works with vendors to obtain quotes, and has knowledge of state purchasing guidelines. Follows supply and equipment orders through delivery and resolves any problems, including emergent orders requiring expedited requests. Fixed Asset Management: Maintains the fixed asset report and works with various individuals in the department to tag equipment, update inventory, and appropriately surplus equipment. Minimum Education / Experience High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience. License or Certification Required By Statute Or Regulation None. Preferred Experience, Skills, Training/Education Accounting experience. Special Instructions To Applicant Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write ‘see resume’ on your application when completing the job duties section. If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities. Applicants must be currently authorized to work in the United States on a full-time basis. Job Close Date: 1/7/2026. Open Until Filled: No. To apply, visit #J-18808-Ljbffr Inside Higher Ed