Finance and Grant Specialist / Senior Finance and Grant Specialist

Job Summary

The Department of Chemical and Biological Engineering (ChBE) encourage applications for the Finance and Grant Specialist and Senior Finance and Grant Specialist! As a member of the ChBE Department finance team, the Finance and Grant Specialist will work to provide accounting and finance assistance to the entire department, and contract and grant assistance to Principal Investigators (PIs) and their research groups. Reporting to the Finance Manager, this position serves as a lead financial resource in the department and is primarily responsible for providing financial management and primary point of contact for sponsored projects for an assigned group of faculty and their research groups. Responsibilities include faculty financial support, contract and grant management, accounting and finance, procurement, and travel expense reimbursements, including procurement and expense report approvals. This position serves as a subject matter expert on communicating rules, providing training, correcting transactions and ensuring completion of financial records. Work includes assessing the efficiency of departmental reporting and tracking procedures and recommending revisions as necessary. In addition, this position will provide supplemental support for the department.

In addition to the responsibilities outlined above for the Specialist, the Senior Specialist will serve as backup for the Finance Manager, will be assigned more sophisticated sponsored project work, and will be expected to lead others and work with significant independence.

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

Chemical and biological engineering research seeks to address a variety of complex and important challenges, from renewable and sustainable energy, therapeutics and pharmaceutical development, to the creation and improvement of functional materials and more.

The Department of Chemical and Biological Engineering is committed to providing a welcoming and inclusive learning, teaching and working environment for all students, faculty, staff and guests. The diversity of our community is central to our success as a world-class center of teaching, learning and research.

What Your Key Responsibilities Will Be

Contracts and Grant Management

• Performs project budget oversight including monitoring, tracking and/or reconciling transactions, variances and payroll funding distributions; preparing and submitting budget revisions and funding updates; providing financial spreadsheets, summaries and reports; and meets regularly with the Principal Investigator and/or Financial Manager.
• Performs post-award tasks including purchasing goods and services; creating subcontract standing purchase orders; monitoring project end dates; requesting extensions and supplemental funding as needed; requesting additional speedtypes and allocating the appropriate budget; preparing and submitting progress and final reports; and aiding in the award closeout process.
• Manages and maintains complete regulatory files, including approval and sponsor correspondence.
• 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.
• 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)).
• Leads 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 completes close out tasks recommended by University Controller's Office.
• Manages spreadsheet to track reporting deadlines for financial management by reviewing award terms and conditions. Communicates all deadlines and award conditions with each PI and ensures all reporting deadlines are met.
• 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.
• Manages ePer Certification process for assigned research groups within the department to keep all effort reporting in compliance. This position is responsible for training assigned research groups on ePer Certification.
• 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 ChBE 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 complex 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.
• Influences the design of projections in such a way as to simulate an impact of different variables on the budget.
• Assists Finance Manager in Fiscal Year-End. Provides the finance team with the list of purchase orders that need to be reviewed for closeout or updated for the next fiscal year. Administers department journal entries for fiscal year-end.
• Processes payroll expense transfers and funding distribution changes.
• Works directly with PIs on internal and external sales activities. Helps with invoicing customers, collecting customer payments, and processing the sales activities revenue. Will assist PIs yearly with updating rate sheets with Budget Fiscal and Planning.
• Confirms funding for all appointments charging to sponsored projects.
• Manages department online FedEx process. Monthly reconciliation of P-Card to allocate FedEx charges to appropriate speedtypes. Responsible for updating and managing process guide and training department for usage.
• Manages internal invoices via Journal Entry (JE) of all non-Marketplace or PCARD/TCARD transactions including interdepartmental invoices.
• Provides accounting and finance support to department.

Travel and Expense Reimbursement

• Prepares, reconciles and submits travel expense reimbursement reports which involves gathering and assuring appropriate receipts and documentation are included and ensuring expenses are allocated to appropriate accounts for specific group of PIs.
• Reviews travel card, travel and personal expense reimbursements. Confirms expenses are allocable, allowable, and applicable with all fund types being charged. Reviews travel and expense reimbursement reports for approval processing.
• Obtains receipts and documentation, prepares and submits non-employee travel reports.

Procurement

• Purchases goods and services including performing research to ensure costs are reasonable, appropriate, allocable and within compliance; coordinates the issuance of purchase orders and gathers all documentation needed for processing; processes payments applying procurement card, purchase orders, or payment vouchers; and tracks and verifies delivery of goods and services.
• Monitors and reconciles procurement card expenses, ensuring appropriate receipts and documentation are provided and participates in the preparation of reports.
• Reviews and approves carts routed in Marketplace by assigned research groups.
• Designates clear and concise business purposes for each expense; have 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.
• Monitors and processes Honorariums and Scope of Work (SOW) routed through the department.
• Serves as Lead for maintaining and updating the department property spreadsheet noting all high dollar equipment purchases by PI name, requisition number, PO number, amount, vendor and description. Ensures arrival dates and tag number are accurate; works with the Facilities Coordinator to update tagging and physical location of the equipment on the spreadsheet.
• Serves as property disposal coordinator.
• Develops ways to improve the efficiency of data collected through systems and subsystems.

Additional Department Finance Duties

• Leads on developing ways to improve the efficiency of data collected through systems and subsystems.
• Assists the Finance Manager in the creation, review and maintenance of department finance policy and procedures.
• Attends meetings held by OCG, CCO, RAM, and other campus level meetings that provide details of accounting and finance changes. Gathers details from finance and accounting meetings, updates relevant departmental procedures, and communicates and trains finance team on relevant changes.
• Participates in professional development activities.
• Serves as back up for team members.
• Serves as backup to the Finance Manager.
• Undertakes other duties and responsibilities as assigned.

Additional Key Responsibilities of the Senior Finance and Grant Specialist:

Financial Oversight and Training

• Assists with tracking progress of work assigned by Finance Manager.
• Participates in the recruitment process for any finance staff hiring by assisting the Finance Manager in revising position descriptions, reviewing candidates, and participating in interviews.
• Is responsible for other financial staff in training and onboarding alongside Finance Manager.
• Lead training of research group members in procurement, travel and expense reimbursement procedures.
• Assist Finance Manager in processing ChBE shop monthly invoicing and developing rates for Internal Service Centers in collaboration with ChBE shop manager.
• Manage a larger more complex sponsored project portfolio.
• Lead financial modeling and/or complex accounting assignments.

What You Should Know

• All University of Colorado Boulder employees are required to align with the campus COVID-19 vaccine requirement . New employees must provide proof of vaccination or receive a medical or religious exemption within 30 days of employment.
• This position is a hybrid position with a minimum of 16 hours per week on campus. We plan on discussing this further during the interview process.

What We Can Offer

• The starting salary range for the Specialist level is $53,000 - $60,000.
• The starting salary for the Senior Specialist level is $60,000 - $70,000.
• Relocation is available within CEAS guidelines.

Benefits

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 Statements
Be driven. Be resourceful. Be Boulder.

What We Require

Requirements for Finance and Grant Specialist:

• Bachelor's degree from an accredited university.
• One year of relevant experience.
• Equivalent combination of education and experience may substitute.

Requirements for Senior Finance and Grant Specialist:

• Bachelor's degree from an accredited university.
• Three years of relevant experience.
• Equivalent combination of education and experience may substitute.

What You Will Need

• Excellent verbal and communication skills.
• Detailed with strong ability to prioritize based on constituent needs.
• Proven ability to handle multiple, concurrent and sophisticated tasks.
• Understanding of contracting regulations, guidelines, policies and procedures covering grant and contract requirements
• High-level computer skill proficiency in Microsoft Office Suite (particularly Word and Excel) and databases.
• Demonstrated effectiveness in written and oral communications, collaboration and problem solving.
• Strong attention to detail and accuracy.
• Ability to analyze transactions and activity to determine whether they align with regulations, terms and conditions, and policies and procedures.
• Ability to work independently as well as on a team.

What We Would Like You To Have

• Bachelor's or advanced degree in accounting, finance, business or a related field.
• Two to five years of progressively responsible experience in accounting, finance, and/or business administration in a complex environment that includes budgeting responsibilities.
• Ability to apply knowledge of finance regulations and good judgment to independently advise on sponsored project management.
• Demonstrated understanding and application of internal accounting control principles, as well as generally accepted accounting principles (GAAP).
• Demonstrated understanding of cost sharing, indirect cost rate, allowable and unallowable contract/grant expenses and ability to develop contract budget projections.
• Advanced skills in spreadsheet and word-processing software.
• Solid understanding of PeopleSoft Finance and HR, Concur and Cognos Reporting, or related systems.
• 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.
• Proven 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.

Special Instructions

To apply, please submit the following materials:

1. A current resume.
2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.

We may request references at a later time.

Please apply by October 12, 2022 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