The Department of Mechanical Engineering encourages applications for a Financial Professional ! This position is an integral part of the department providing financial administration for the department and the Center for Membrane Applied Science and Technology (MAST Center). Reporting to the Financial Manager, this position is primarily responsible for providing financial management and faculty support including contract and grant management, accounting and finance. Supports MAST Industrial Advisory Board meeting, procurement, and travel and expense reimbursement. In addition, this position will provide supplemental support for the department. Proof of eligibility to work in the United States must be produced within three (3) days of hire.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.
Who We Are
Hands-on learning, sophisticated research, and a results-oriented spirit are defining the next generation of engineers at CU Boulder. Students in the Department of Mechanical Engineering learn from a vibrant faculty conducting diverse research in consumer products, robotics, thermodynamics, energy, and the environment. We’re home to nearly 1,200 students in undergraduate, graduate, and PhD programs.
We offer world-class facilities and an outstanding spirit for business and industry. CU Boulder is ranked the #18th most entrepreneurial university in the nation by Forbes Magazine (2015). We also have strong connections to multiple national laboratories located here in Boulder, providing real-world research opportunities for students.
What Your Key Responsibilities Will Be
Contracts and Grant Management
- Performs project budget oversight including monitoring, tracking and/or reconciling transactions, projections, variances and payroll funding distributions; preparing and submitting budget revisions and funding updates; providing financial spreadsheets, summaries and reports; and meets regularly with the project Principal Investigator, MAST Director, and Financial Manager.
- Provides proposal and award advisement including assisting with preparation of budgets and narratives for grant applications, resource and fund management; and offers procedural and regulatory advisement in alignment with sponsor, Federal, State, and university requirements to ensure compliance.
- Performs post-award tasks including reviewing awards terms and conditions; purchasing goods and services; crafting subcontract standing purchase orders; monitoring project end dates; requesting extensions and supplemental funding as needed; requesting additional speedtypes and allocating the appropriate budget; and aiding in the award closeout process.
- Communicates all deadlines and award conditions with each PI and ensures all reporting deadlines are met.
- Assess and monitor all MAST Center master accounts to figure out base funding pool, setting up the schedule of incoming funding from sponsors/university match/state agencies/federal agencies to determine center income.
- Resolve MAST Center financial obligations including director support, admin support, project support (for the entire lifespan of the project), and operational expense to resolve future projected total expense.
- Forecast how many additional MAST Center projects can be supported. Acquiring scope of work and budget to set up the new projects.
- Construction of the MAST Center subcontract budgets and budget justifications to ensure transfer of funds for MAST Center projects at other institutions.
- Invoice sponsors and track funding to ensure it’s allocated to the correct project.
- Handles and maintains complete regulatory files, including approval and sponsor correspondence.
- Assists with sponsored project close out procedures; removes unallowable charges from projects; ensures projects have posted for close out; reviews closing projects 90, 60 and 30 days prior to project end date and to complete close out tasks recommended by University Controller’s Office.
- Reviews sponsored project charges are allowable, applicable, and allocable to the project based on the Code of Federal Regulations Uniform Guidance (UG) and University Department policies and procedures, under the direction of the Finance Manager.
- Works cooperatively with Principal Investigator (PI) and departmental staff, as well as other campus departments and personnel, (such as Sponsored Projects Accounting (SPA), Office of Grants and Contracts (OCG), and Procurement Service Center (PSC).
- Participates in training in the area of business practices, university, and state regulations, and the use of data processing systems, as assigned.
- Creates department tools and resources to assist faculty and staff to streamline project management.
- Provides additional contract and grant management support to Mechanical Engineering and MAST faculty as needed.
Accounting and Finance Administration
- Performs standard accounting functions to support budget, accounts payable, accounts receivable, procurement, and travel and expense reimbursement activities including preparation of journal entries; verification of accounting codes and fund assignments; month-end, quarter-end and year-end closes; reconciliations and audits; data collection, analysis and retention; reporting and records management.
- Conducts research and provides resolution to sophisticated accounting problems, including investigation and analysis of data to ensure accuracy and completeness and performs corrective actions.
- Ensures fiscal operations in accordance with Federal, State, and university fiscal policies and procedures.
- Supports the design of projections in such a way as to simulate an impact of different variables on the budget.
- Helps monitor position data for department personnel (i.e. faculty, researchers, graduate students, and undergraduate students).
- Processes payroll expense transfers and funding distribution changes.
- Works closely with PIs on internal and external sales activities. Helps with invoicing customers.
- Collects appointment information for graduate students (academic year and summer) and faculty research summer salary for processing.
- Identify speedtypes for FedEx shipments and connect with Accounting and Business Services in order to resolve billing issues.
- Receives, completes, and logs cash deposit forms, obtains necessary information and takes the deposits to the cashier’s office.
- Runs internal invoices via Journal Entry (JE) of all non-Marketplace or PCARD/TCARD transactions including interdepartmental invoices (e.g. Xerox copies).
- Provides accounting and finance support to department as needed.
Travel and Expense Reimbursement
- Prepares, reconciles and submits travel expense reimbursement reports which involves gathering and ensuring appropriate justifications, receipts, and documentation are included, and ensuring expenses are allocated to appropriate accounts.
- Coordinates event registrations and logistics, which could include booking airfare, hotel, transportation, etc.
- Collects travel authorization forms and submits them to Finance Manager for approval prior to department personnel travel.
- Obtains receipts and documentation, prepares and submits non-employee travel reports.
- Provides information and the process to department personnel in order to apply for a travel card. Collects, closes, and destroys travel cards upon employee termination.
- Provides travel and expense reimbursement support to department and center as needed.
- Purchases goods and services including performing research to ensure costs for goods and services are reasonable, appropriate, allocable and within compliance; coordinates the issuance of purchase orders and gathers all documentation needed for processing; processes payments utilizing procurement card, purchase orders, or payment vouchers; and tracks and verifies delivery of goods and services.
- Provides clear and concise business purposes for each expense; has a basic understanding of the types of costs that are allowable on a sponsored project; verifies that adequate budget is available in the speedtypes being charged before completing a report; notifies the employee to review and submit.
- Requests Marketplace Shopper access for department personnel.
- Monitors and processes Honorariums, Scope of Work (SOW), and Visa fees routed through the department.
- Sends equipment requisitions to Senior Financial Professional for logging and tracking.
- Monitors and reconciles procurement card expenses, assuring appropriate receipts and documentation are provided and participates in the preparation of reports.
- Provides information and the process to department personnel in order to apply for a procurement card. Collects, closes, and destroys procurement cards upon employee termination.
- Provides procurement support to department as needed.
MAST Center Industrial Advisory Board Meeting
- Implement and administer the IAB meetings, including the coordination of research material presentation, business meeting issues and policy decisions.
- Work with the Directors in figuring out meeting dates, venue, audio-visual needs.
- Set-up web-based MAST Center research project evaluations.
- Supervise the catering.
- Determine the scheduling of research presentations, industrial mentor meetings with researchers and IAB representatives, laboratory tours, and sponsor presentations.
- Supervise the online registration process and deposit all meeting fees to the appropriate speedtype.
- Arrange the travel and lodging for incoming researchers/representatives/directors.
- Create and disseminate the printed and electronic materials for each particular component and session of the meeting.
- Supervise the speaker sessions ensuring the meeting is running on time.
Other Department Financial Duties
- Develops ways to improve the efficiency of data collected through systems and subsystems. Assist the Finance Manager in the creation, review and maintenance of department finance policy and procedures.
- Work with the finance team and department HR Coordinator to help with hiring, supervising, and onboarding of student assistants.
- Supervises up to three student assistants by coaching, conducts training, and provides day-to-day management of professional development and feedback; approves bi-weekly timesheets and any disciplinary action as needed.
- Participate in professional development activities.
- Helps cover tasks done by other team members when those team members are out of the office.
- Undertake other duties and responsibilities, as assigned.
What You Should Know
This position is 50% time.
What We Can Offer
The anticipated starting salary is $27,500.
The University of Colorado offers excellent benefits , including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder .
Be Effective. Be Resourceful. Be Boulder.
What We Require
Bachelor's degree in accounting, finance, business or related field from an accredited university. Equivalent combination of education and experience may substitute.
What You Will Need
- Demonstrated effectiveness in written and oral communications, collaboration and problem solving.
- Demonstrated understanding and application of internal control principles.
- High-level computer skill proficiency in Microsoft Office Suite (particularly Word and Excel) and databases.
- Proven organizational skills and attention to detail. Ability to work independently as well as on a team.
What We Would Like You To Have
- Two years of progressively responsible experience in accounting, finance, and/or business administration in a sophisticated environment that includes budgetary responsibilities.
- Demonstrated understanding and application of internal accounting control principles, as well as generally accepted accounting principles (GAAP).
- Solid understanding of PeopleSoft Finance and HR, and Cognos Reporting.
- Knowledge of administrative, budgetary, and fiscal principles and practices in a higher education environment, including budgeting and fund accounting.
- Solid understanding of accounting and budgeting in all funds (general, auxiliary, gift, grant, and plant) as well as an understanding of the CU Foundation accounting system.
- Ability to build and maintain effective and trusting working relationships with faculty, administrators, and staff.
- Sensitivity to and appreciation of cultural, political and geographical differences, with ability to work well with faculty, staff and students from around the world.
To apply, please submit the following materials:
- A current resume.
- A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.
You will not be asked to upload references at this time.
Please apply by October 8, 2020 for consideration.
Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs .
Posting Contact Information
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: Recruiting@colorado.edu
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