Post-Award Specialist / Accountant

Position Title:Post-Award Specialist / Accountant

Position Type:Regular

Hiring Range:

$29.38 - $33.77/hourly; commensurate with experience. This is a regular, full time position.

Pay Frequency:Hourly

POSITION PURPOSE

The Post-Award Specialist/Accountant is responsible for the financial and accounting functions and post-award administration for externally funded awards administered through the Sponsored Projects Office.

ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Functional Area – Award Set-up and Management

• Create and monitor award/grant accounts in Workday system
  
  
• Process and approve supplier invoices, purchase requisitions, payroll supplements, course release and summer salary for faculty, and expense transfers in alignment with university policy, sponsor allowability, and availability of funds.
  
  
• Review and reconcile payroll expense each month on grant activities
  
  
• Provide information and support to administrative assistants regarding sponsored projects
  
  
• Assists with the management and editing of forms and electronic documents
  
  
• Respond to Controller’s Office, Accounts Payable, Purchasing, Human Resources, external Sponsors and Vendors regarding processing of sponsored projects
  
  

2. Functional Area – Principal Investigator Post-Award Support

• Participate in post award meetings with the principal investigators to gain full understanding of the criteria and requirements necessary to manage each award.
  
  
• Provide financial reports and services to Principal Investigators as needed
  
  
• Ensure grant expenditures are allowable, allocable, and reasonable per the terms and conditions of the award and university policy
  
  
• Respond to Principal Investigators’ questions regarding account statement, procedures, transactions and forms
  
  
• Prepare Time & Effort forms, cost share calculations, and summer salary plans as required
  
  

3. Functional Area – Invoicing, Financial Reports, Payment Management

• Prepare and submit invoices and financial reports as required by sponsor
  
  
• Prepare and submit reimbursement drawdowns on specified portals
  
  
• Prepare year end closing and audit reports as requested
  
  

4. Other duties as assigned

• Attend training and professional development activities and conferences
  
  
• Maintain information in sponsored project administrative software
  
  
• Collaborate with the manager in developing Standard Operating Procedures
  
  
• Participate in select campus committees as deemed necessary.
  
  

PROVIDES WORK DIRECTION

Assists Post-Award Manager in providing activities and work direction for student workers.

GENERAL GUIDELINES

Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.


QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

• ​ Federal and non-federal regulations and guidelines related to external funding
  
  
• University finance policies and procedures
  
  
• Cost principles and audit requirements for federal and non-federal awards
  
  

Skills

• Strong verbal and written skills
  
  
• Strong organizational skills
  
  
• Proficient in Excel
  
  
• Detail oriented
  
  
• Ability to work independently
  
  

Abilities

• To work effectively under pressure of externally determined deadlines and shifting priorities
  
  
• To work with all levels of faculty and staff as well as student workers
  
  
• To work with vendors, funders, auditors, and University Finance Office
  
  

Education

• Bachelor’s Degree in Accounting or Finance or equivalent experience required
  
  

Years of Experience

• Three years of accounting experience, with sponsored project research experience in a university setting preferred.
  
  

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
  
  
• May be required to travel to other buildings on the campus.
  
  
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
  
  
• May be required to occasionally travel to outside customers, vendors or suppliers.
  
  

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.
  
  
• Indoor office environment.
  
  
• Offices with equipment noise.
  
  
• Offices with frequent interruptions.
  
  
• Deadline driven activities.
  
  
• Shifting priorities.
  
  
• Ability to work remotely or in a hybrid model and ability to work with a team who may also be working in a hybrid or remote model.
  
  

EEO Statement

​Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and California State laws, regulations, and executive orders regarding non-discrimination and affirmative action. Applications from members of historically underrepresented groups are especially encouraged. For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, see https://www.scu.edu/title-ix/policies-reports/

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

Title IX of the Education Amendments of 1972

Santa Clara University does not discriminate in its employment practices or in its educational programs or activities on the basis of sex/gender, and prohibits retaliation against any person opposing discrimination or participating in any discrimination investigation or complaint process internally or externally. Information about Title IX can be found at www.scu.edu/title-ix . Information about Section 504 and the ADA Coordinator can be found at https://www.scu.edu/oae/ , (408) 554-4109, oae@scu.edu . Inquiries can also be made to the Assistant Secretary of Education within the Office for Civil Rights (OCR).

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website . To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Santa Clara University affirms its commitment to employ qualified individuals with disabilities within the workplace and to comply with the Americans with Disability Act. All applicants desiring an accommodation should contact the Department of Human Resources , and 408-554-5750 and request to speak to Indu Ahluwalia by phone at 408-554-5750 or by email at iahluwalia@scu.edu.