Finance Specialist

Job Requisition:

JR102186 Finance Specialist (Open)

Job Posting Title:

Finance Specialist

Department:

CC00057 WM001 | PROV | INTL | Intl Studies - Reves Center

Job Family:

Staff - Fiscal Administration

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Reves Hall

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

The Finance Specialist supports the Reves Center’s financial operations by processing student, faculty, vendor, and other payments; reconciling international travel advances; posting charges to student accounts; reviewing transactions for compliance with applicable state and university policies; and providing financial guidance and support to faculty, staff, and students.

This position works in coordination with another Finance Specialist. Both Finance Specialist positions are expected to maintain working knowledge of all finance, procurement, travel, student payment, and related financial processes. Each Finance Specialist serves as the primary for assigned areas of responsibility and as secondary/back-up support for the other Finance Specialist as needed.

Job Description:

Required Qualifications:

• Bachelor’s degree from an accredited institution or an equivalent combination of training, education and/or experience indicating possession of the preceding knowledge, skills and abilities.
• Considerable knowledge of general accounting, and budget practices to include fiscal administration, reconciliations, and reporting.
• Working knowledge of Generally Accepted Accounting Principles (GAAP).
• Working knowledge of procurement and purchasing policies, procedures and practices.
• Working knowledge of standard office practices and procedures including practices and protocols related to customer-service etiquette.
• Demonstrated skill with automated and productivity systems in the areas of fund management, procurement, and fiscal reporting.
• Proven administrative skills in drafting, tracking and editing documents, with a high-level of attention to detail and accuracy.
• Demonstrated proficiency in computer skills to include Internet browsers and Microsoft Office: Word, Excel, and Outlook.
• Demonstrated ability to effectively organize, prioritize, and navigate multiple and competing deadlines within specific timelines.
• Demonstrated ability to work independently and in a team environment to achieve work unit goals and objectives.
• Demonstrated ability to communicate effectively, orally and in writing, with a diverse campus community, while exercising diplomacy, tact and confidentiality in all interactions.

Preferred Qualifications:

• Experience with reconciling international travel.
• Experience working in a higher education setting that involves interfacing with students, faculty, staff, administrators, alumni, donors and the broader public.
• Experience performing problem resolution, using sound judgement, providing guidance, and interpreting/applying organizational policies in a busy customer-service oriented environment.
• Experience in automated operational/business systems (e.g., Workday, Banner, Qlik, BuyW&M, Chrome River).
• Experience with Generally Accepted Accounting Principles (GAAP).

Conditions of Employment: 

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• We will not sponsor applicants for work visas for this position.
• For full consideration, please apply by the Review Date of November 19, 2026.

Duties: 

50%- Student Billing, Scholarship, Financial Aid, and Student Payment Management:

• Works with GEO, Student Financial Aid, and the Bursar’s Office to establish study abroad student billing schedules.
• Requests new program indices in Banner and worktags in Workday.
• Manages and requests billing detail codes.
• Posts study abroad program charges and correcting entries to student accounts.
• Maintains student ledgers to track payments and balances.
• Ensures student payments are applied and checked off in StudioAbroad for summer, winter, semester, and special programs for the Reves Center, School of Education, and School of Business.
• Processes and tracks student scholarships.
• Works with Reves staff, Financial Aid, the Bursar’s Office, and Payroll to resolve student payment and scholarship issues.
• Verifies accuracy of all scholarship awards and updates scholarship spreadsheets.
• Prepares non-resident alien payments for international students, including submitting tax analysis requests and ensuring compliance with NRA tax requirements.
• Serves as secondary/back-up support for other student payment processes, including internships, reimbursements, travel expense reports, and student wage payments, as needed.

45%- Fiscal, Procurement, Travel, and Payment Operations:

• Processes invoices and wire transfers through BuyW&M.
• Analyzes the purpose of payments to determine the appropriate fund for payment.
• Ensures expenditures meet requirements for proper expenditure of state and local funds, when applicable, or conform to donor intent in the case of endowment funds.
• Processes speaker agreements and honorarium payments in coordination with the other Finance Specialist.
• Advises staff on international contracts, international vendors, and multi-currency wire payments.
• Provides guidance to Reves staff on Procurement, SPCC, Accounts Payable, Travel, and related financial policies.
• Advises faculty on international travel policy, exchange rates, allowable expenditures, and required documentation for study abroad programs.
• Serves as secondary/back-up support for program director travel preparation and post-program finance closeouts, as needed.
• Assists with Spend Authorizations, promissory notes, advances, travel reimbursements, and Workday expense reports, as needed.
• Processes expense reports for non-W&M affiliates.
• Assists with international travel advance reconciliations for summer, winter, and special study abroad programs, as needed.
• Ensures compliance with processes and practices used in reconciliation of expenses, international advance cash, and fund accounting.
• Reviews receipts, including foreign currency receipts, to ensure they are valid and appropriate.
• Verifies that exchange rates for international advance expenditures in foreign currencies are accurate and correspond to the dates of expenditures.
• Serves as secondary/back-up support for faculty, adjunct, student internship, and wage payment processing, as needed.
• Prepares deposits and processes accounting adjustments and accounting journals in coordination with the other Finance Specialist.
• Maintains Reves Center commitments and ensures information is received from offices for reporting to donors and Advancement reports.
• Monitors and reconciles TouchNet accounts and serves as PCI DSS Manager.
• Researches and resolves invoice inquiries and disputes from vendors.
• Manages local fund reimbursements from the William & Mary Foundation in coordination with the other Finance Specialist.
• Monitors study abroad 4Y local fund balances and charges appropriate costs to spend down balances as required by the university.
• Participates in relevant training offered by Financial Operations, Procurement, Travel, IT, and other offices to remain current on policies and procedures related to fiscal responsibilities.
• Answers questions and resolves issues related to international travel insurance for departments across campus, including VIMS.
• Processes travel insurance enrollments and payments as needed.

5%- Other Duties as Assigned:

• Performs other duties as assigned to support the Reves Center’s financial operations, university financial processes, and departmental needs.

Hiring Range: $43,000 to $54,000 commensurate with experience

Additional Job Description:

Job Profile:

JP0097 - Financial Specialist I - Nonexempt - Salary - S07

Qualifications:

Compensation Grade:

S07

Recruiting Start Date:

2026-10-28

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.

Applicant Notice: By applying for this position, you consent to William & Mary's use, review, and retention of your application materials for recruitment and employment purposes. Materials may be shared with authorized individuals participating in the hiring process and will be managed in accordance with applicable laws and university policies.

Probationary Period Notice: Individuals selected for full-time staff positions will be required to complete a twelve (12) month probationary period in accordance with university policy.

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.