Budget Assistant-MASCF - 996394

Position Overview:

Perform multiple accounting/budgeting support functions, such as compiling and preparing budgetary documents and reports, issuing bills and invoices, calculating and verifying debit and credit amounts, and posting transactions to appropriate accounts and org numbers. Ensure the appropriate filing and maintenance of accounting/budget records. Input data into financial systems and reconcile reports. Prepare or maintain various accounting or budget working papers.

Department Specific Essential Job Functions:

• Responsible for the post-award management of external grants for the College, including monitoring all grant budgets and preparing monthly expenditure reports for principal investigators.
• Works closely with Grants Accounting (GA) to make sure new grants are set up in Banner once all agreements are signed. Work with GA throughout the duration of the grant to make sure all expenditures are correctly posted and that invoices are sent to the various granting agencies on time. Once a grant has ended, works with GA to ensure that all expenditures are posted to Banner and that the final invoices can be sent and are accurate.
• Ensures that all College external grant orgs are reconciled with Banner and responds to general and specific budget inquiries from faculty regarding availability and appropriate use of external grant funds.
• Responsible for the timely preparation and processing of all grant related post-award paperwork for the College of Mathematics and Science Office of Sponsored Programs, including working directly with faculty members to expend grant funds; responsible for preparing purchase requisitions and tracking through payment of invoices for all grant-related equipment and supply purchases as well as related PCard purchases.
• Oversees the hiring process for all student and temporary employees paid through external grant funds, including verifying org numbers and availability of funds.
• Makes the travel arrangements and completes the travel paperwork for all principal investigators and their students traveling through external grant funds; assists with the scheduling of on-campus and off-campus meetings and makes travel arrangements for the Deans and the Director of Sponsored Programs.
• Reports to and works closely with the College Operations Manager to ensure that all Sponsored Program expenditures are in accordance with university and College policies and procedures and that externally funded grants are tracked, expended, and reported appropriately.
• Keeps abreast of University policies and procedures (particularly those related to purchasing and travel) and coordinates grant budgets with appropriate university offices, including the Office of Research and Grants and the Office of Grants and Contracts.
• Assists and serves as a back-up for the College Operations Manager, including assisting with the reconciling of all College orgs with Banner, creating requisitions, making PCard purchases, and preparing travel documents as needed from College orgs not related to grants.
• Creates and maintains database spreadsheets to track the participation and retention of students in externally funded grant programs, such as REU, STEP, and S-STEM. Collects information, assembles relevant data, and performs data analysis as appropriate to assist in the preparation of reports to external funding agencies. Administers surveys and records, analyzes, and reports the results.
• Responsible for helping to ensure the efficient operation of the Office of Sponsored Programs by overseeing its daily operation, including monitoring and purchasing office supplies, preparing office correspondence and memoranda, and maintaining all office records; attends meetings and seminars to take notes and later transcribe them into a legible document before dissemination.
• Plans and coordinates special grant-related student events and activities that promote student retention (such as Summer Bridge and the REU on-campus workshop); communicates with students about externally funded programs and works closely with the Deans to support the College's academic mission. Performs other duties as assigned.
• Collaborates each semester with the CMS Business Manager regarding faculty load sheets for external grants.
• Assists in the hiring of departmental student workers via the new PayCom system. Acts as one of the liaisons between the college, students, human resources, and the payroll department. Works with faculty supervisors to ensure understanding and compliance of PayCom system.
• Assists with the creation and submission of student group travel paperwork for all departments.
• Organizes the Fulbright Scholars visit each year. Including but not limited to arranging all lodging accommodations (both on and off campus), providing all food items and living essentials, purchasing all research supplies, acting as intermediary between scholars and their mentors. Collaborates with International Office to schedule enriching and cultural events for scholars to attend.
• Organizes the Summer Bridge program to include preparing all documents to be sent out to potential students; receiving and analyzing all applications and following up with references; working with accepted students to ensure all documents are sent in and getting them set up in Paycom and with HR to be authorized to work; arranging all lodging and meal card accommodations; purchasing all research supplies for mentors; arranging the food for Friday lunches; managing/supervising all students’ time in Paycom to include the research mentors.
• Prepares all ATPs for summer pay as part of externally funded grants. Ensures the faculty members are staying within their two-month summer salary range.

Qualifications Required:

Requires general education or vocational training. Requires 6+ years of accounting experience or equivalent combination of education and experience.

Knowledge/Skills/Abilities:
Ability to listen, synthesize, and comply with directives. Read and comprehend instructions. Demonstrate respect in interactions. Honesty and Integrity. Knowledge of office procedures and practices. Excellent computational skills. Must be computer proficient in the use of relevant software applications (word processing, spreadsheets, database management). Excellent telephone etiquette, communication (written and oral), organizational and public relations skills. Ability to work well with others in a team environment. Ability to multi-task and pay attention to detail. Demonstrate a warm and caring professional service-oriented attitude. Ability to maintain confidentiality. Ability to work well in hectic and stressful situations. Must be self-motivated.

Will this employee supervise others?

This position may supervise students

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.