Senior Fiscal Assistant

Under the overall guidance of the Associate Dean for Business and Finance, this role involves coordinating various tasks related to accounts payable, financial reporting, travel processing, and data entry. The Fiscal Assistant will provide both financial and administrative support to the Office of Business and Finance, while also offering assistance to the Associate Dean for Business and Finance in executive-level administrative tasks.

Furthermore, the Fiscal Assistant is tasked with supporting the Associate Dean in a variety of responsibilities that pertain to the academic operations of the institution, which includes all schools under the authority of the EVP & Provost. This position requires the processing of financial documents as directed by the Associate Dean for Business and Finance.

In addition, the Fiscal Assistant will act as the primary administrative support for the Office of Business and Finance. This role demands the capability to anticipate needs, exhibit outstanding time management skills, engage in critical thinking, and resolve issues with the highest level of professionalism and confidentiality. The position will entail regular communication and interaction with senior leadership within the School of Medicine.

Essential Functions (Principal Duties and Job Responsibilities):

• Provides administrative support to the Office of Business and Finance to ensure efficient operations of the office. Draft correspondence, letters, memos, directions, and other documents as needed.
• Responsible for processing contracts through Novatus
• Attend meetings as appropriate or required take and transcribe finance committee minutes for accreditation purposes.
• Develops and maintains databases, and extracts, analyzes, interprets, and reports data from sensitive and confidential information in electronic and paper form.
• Coordinate the travel process for the School of Medicine including preparing booking flights, hotels, car service, completing travel authorization and expense reports for faculty and students.
• Acts as the Divisions’ American Express Corporate Card and P‐Card Liaison for the Division, ensuring cardholder compliance with Policies & Procedures
• Process invoices, request for disbursements, creating purchase orders and expense reports. Maintain and track all processed payments. Coordinate with the finance team to ensure the timely processing of invoices, reimbursements, and financial transactions.
• Performs financial analysis upon identification of variances and prepares summary of key findings. May prepare more complex financial trends and data analysis reports for the Associate Dean for Business and Finance.
• Conduct financial analysis to support decision-making
• Provide strategic financial guidance to senior management.
• Prepares, processes and monitors budgets, project proposals, records, and invoices. Determines and recommends options for addressing budget issues. Assist with budget planning, preparation, and financial reporting as applicable.
• Coordinate the VendorProof process
• Organize and maintain the office filing system, create and maintain spreadsheets, personnel files, and databases for the Office of Business and Finance
• Responsible for maintaining a database of the SOM space
• Ensure the Associate Dean is well-informed of upcoming commitments and responsibilities, providing timely follow-ups and acting as a key advisor by maintaining awareness of organizational dynamics and relevant issues.
• Anticipate the Associate Dean’s needs before meetings, conferences, presentations, etc., including planning and coordinating meetings, preparing agendas, taking minutes, and following up on action items.
• Taking the lead in organizing, coordinating, and facilitating bi-weekly and monthly team meetings, including preparation of agendas, managing logistics, and ensuring timely follow-up on action items to promote organizational alignment and departmental accountability.
• Support the Associate Dean in managing special projects, ensuring deadlines and tasks are completed.

                                                                                                               

Knowledge, Skills and Abilities Required:

• Financial analysis
• Budgeting
• Forecasting
• Financial reporting
• Regulatory compliance
• Administrative support
• Meeting coordination at the executive level
• Microsoft office
• Create formulas in excel

          Knowledge, Skills, Abilities Preferred:

• Team leadership
• Strategic planning.

Education and Experience Required:

• Bachelor's degree in Finance, Accounting, or related field.
• Minimum of 4 years of experience in finance or accounting.
• Proven experience in financial management and strategy.
• Strong knowledge of financial regulations and standards.
• Excellent analytical and problem-solving skills.
• Exceptional leadership and communication skills.
• Ability to work under pressure and meet tight deadlines.

Education and Experience Preferred:

• MBA in Finance or Accounting
• Minimum of 7 years of experience in finance or accounting

Licensure, Certification or Registration Required:

• N/A

Licensure, Certification or Registration Preferred:

• N/A

This job description reflects the general duties and responsibilities necessary to describe the principal functions of the job, as identified, and shall not be considered an exhaustive list of job responsibilities which may be inherent in the job. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. The responsibilities listed may be subject to change at any time and individuals may be asked to perform duties outside of their regular responsibilities to support the ongoing operations and mission Meharry Medical College and its facilities.