Financial & Research Project Assistant Manager
Description of Work Unit
The Microbiology, Immunology and Pathology (MIP) Department is comprised of over 400 individuals who share a common passion for solving some of the most important human and animal health problems today. Research programs include those related to mycobacteria, retroviruses, prions, and arthropod-borne infectious diseases, as well as the diagnostic investigation of naturally-occurring animal diseases. A leader in education, MIP provides the only microbiology undergraduate degree program in Colorado, a graduate program that provides training in a number of cutting-edge disciplines, and several specialized veterinary residency training programs.
The Department of Microbiology, Immunology and Pathology (MIP) is a large academic and research department in the College of Veterinary Medicine and Biomedical Sciences at Colorado State University. Currently, MIP has about 200 salaried employees including 89+ faculty, 130 research and administrative support staff, and 495 total employees including students and temporary staffing. MIP conducts $20-30M in research activity each year. DMIP seeks to fill a full-time financial and research project assistant manager position to work at the MIP Foothills location and provide guidance and assistance in the management of the department’s financial and research fiscal duties. The focus of this position will be support for the AIDL faculty and research staff.
Position Description and Purpose: The Financial and Research Project Assistant Manager provides professional, comprehensive guidance in developing and executing fiscal strategies, policies and procedures in support of the overall strategic missions of CSU, CVMBS and the department and programs, pre-award contract and grant activities Specifically this involves budget development and implementation; oversight, guidance and direction for fiscal operations and management; and extensive knowledge of compliance requirements for federal OMB circulars (A21, A110 , A133 Uniform Guidance), university and state fiscal rules, sponsor requirements, donor intentions and other rules and regulations as applicable.
The position reports to the Financial and Research Project Manager, and works closely within the MIP accounting and administrative team. Their joint mission is to develop strong knowledge and understanding of the oversight environment and to assist with the development of best practices which enable effective, accurate management of the financial policies processes and activities. Effective communication skills are required to articulate financial management plans, policies, and practices to the faculty, staff and other personnel. Successful execution requires extensive communication, coordination, and collaboration across many levels of the University.
Required Job Qualifications
• Bachelor’s degree and two year’s minimum work in an accounting / finance capacity at a professional level directly relevant to the position responsibilities as described.
• Proficiency working with the Microsoft Office suite including significant experience in Word, Outlook and particular emphasis on Excel.
• Demonstrated effective communication skills.
Preferred Job Qualifications
• Bachelor’s degree in accounting, finance and/or business administration.
• Experience interpreting and ensuring compliance with regulatory policy.
• Experience with OMB Circulars, Uniform Guidance and Cost Accounting Standards. Direct knowledge of federal OMB circulars A21, A110 and A133 (Uniform Guidance) and experience applying them in an operational setting while developing and executing methods and means to assure compliance.
• Experience managing project budgets with multiple funding sources and / or cost/sharing requirements. Skill in managing multiple, complex, changing projects and deadlines; identifying applicable action points and affected parties; and initiating subsequent, relevant responses and communications in a consistent, organized, accurate, and effective manner.
• Experience with Kuali Financial and Research Systems
• Financial working knowledge and project management within an institution of higher education.
• Ability to work constructively within a team environment to help provide joint guidance, leadership and innovation to enable effectiveness and improvement.
Reflecting departmental and institutional values, candidates are expected to have the ability to advance the Department’s commitment to diversity and inclusion.
Job Duty Category Accounting Duty/Responsibility
This position oversees accounting operations involving intramural and extramural research funds, indirect cost return and other accounts. Coordinates and analyzes staffing for accuracy and validity on all accounts. Projects future commitments to avoid over-expenditures, and discusses account status and projections with principal investigators to keep them apprised of Federal rules and regulations. Process new account request forms required by Business and Financial Services. Develops historical and final project reports as required. Ensures all projects close on time and within budget. Reconciles and analyzes financial transactions for authenticity, research expenditure redistributions, etc. and contacts appropriate entities to initiate corrections, record expenditures on a customized spreadsheet for account holder’s review, generate/process correcting journal entries. Working with the PIs, initiate annual staffing sheets, monitor and implement staffing redistributions as needed throughout the year.
• Provide accurate, timely and meaningful reports to principal investigators, account holders (“account supervisors”) and others both in standard, periodic formats; and/or custom reports as requested.
• Act as liaison between departmental personnel and Sponsored Programs or the CVMBS Dean’s Office regarding accounting and finance, budgets, staffing, sponsored projects, purchasing, contracting, and other administrative issues as identified.
• Review and approve financial transactions and balances; assure accurate time and effort allocations; complete account reconciliations; and identify and correct errors while implementing effective means to avoid future reoccurrences.
• Manage start-up accounts for new faculty to ensure funds are expended in a timely and appropriate fashion.
• Other duties as assigned.
Percentage Of Time 40 Job Duty Category Pre-Award Duty/Responsibility
Assist faculty with preparation of grant proposal budgets and associated forms. Research and calculate salary amounts/fringe rates based on employee type, verify tuition rates, review proposal budgets/budget justifications to ensure expenses are categorized appropriately and justified adequately, understand indirect cost percentages based on funding agency guidelines, enter budget data into Proposal Budget Spreadsheet (PBS) system, print appropriate university/agency forms and acquire signatures prior to proposal submission, and retain photocopy for department files.
Percentage Of Time 20 Job Duty Category Fiscal Officer Approval Authorizations Duty/Responsibility
Signature authority for transactions involving charges to federal and state appropriated accounts. Federally funded projects require knowledge and compliance with A-21 and A-110 regulations. Department facility state appropriated accounts require knowledge of State and University rules and regulations. Analyze all expenses and determine if funding source is appropriate. Ensure that all expenses, no matter the funding source, are in adherence of University policies and guidelines. These expenses can include, but are not limited to, official function items and radioactive materials.
1. Financial Oversight
• Apply professional interpretations of accounting policies, rules and regulations to ascertain a range of potential options and associated risks, and present resulting options to principal investigators in a clear manner to promote understanding and subsequent, appropriate and informed actions.
• Assess levels and degrees of appropriate actions and activities related to fiscal operations and present advice and guidance to departmental and project management and personnel based on professional interpretations, knowledge and experience.
• Determine appropriateness and allowability of current and/or proposed activities providing direction and insight on policies and regulations which may apply.
• Similarly, based on professional knowledge, experience and discretion, determine when current, proposed or potential activities may trigger real or perceived fiscal questionability or misconduct. This requires development and implementation of plans for appropriate response to avoid or cease such activities, including an assessment of risk for various options, and specific actions to ensure proper personnel are informed and react accordingly.
Percentage Of Time 15 Job Duty Category Purchase Documents, Billings for 21/22 Accounts Duty/Responsibility
Coordinate processing of purchase requisitions, authorizations for expenditures, intramural orders and campus service direct billings – Use the Kuali Financial System to enter data for purchase requisitions, authorizations for expenditures and intramural orders (for service/supply requests and also for 21/22 fund billings), obtain and forward related attachments to Accounts Payable or Purchasing, photocopy documents for account files, communicate with Accounts Payable, Purchasing, clients and vendors to reconcile billing or payment questions. Prepare billings for recharge centers (21) and general operations (22) activities.
Percentage Of Time 15 Job Duty Category PCard Reallocator and Other Duties Duty/Responsibility
Serve as PCard reallocator for MIP Foothills Campus employees. This involves collecting receipts for PCard purchases, scanning & attaching receipts to Kuali reallocations.
Percentage Of Time 10
Special Instructions to Applicants
A complete application includes cover letter that addresses the minimum and preferred qualifications, a resume, contact information for three professional references including relationship and current supervisor, and upload your unofficial transcript. References will not be contacted without prior notification. Anticipated start date of April 15, 2017 – May 1, 2017.
Conditions of Employment
Pre-employment Criminal Background Check (required for new hires)
Search Contact Becky Trentlage, Becky.Trentlage@colostate.edu
Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
Background Check Policy Statement
Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.