Assistant Director for Grants and Financial Reporting

Job Summary

Manage the University’s Restricted Funds accounts

• Participate in pre- and post-award meetings.
• Prepare invoices/billings and collects funds for the support of restricted fund expenditures.
• Deposit funds received from funding agency
• Coordinate with key personnel at all levels of the institution to support proper and timely expenditure of grant funds in compliance with applicable guidelines and budget deadlines.
• Assist in the computation, preparation, and submission of indirect cost rate.
• Prepare and/or assist in the preparation of all applicable fiscal reports for sponsored programs e.g., Schedule of Federal Awards Expenditures (SEFA).
• Compile year-end reports, work papers, and analysis necessary for grant audits.
• Monitor charges to sponsored programs for reasonableness and compliance with applicable policies and procedures.
• Reconcile grant receivables and indirect cost revenue
• Prepare and submit new budgets and budget amendments to the Budget Office for grants
• Review and approve financial data in grant proposals and contracts; meet with new principal investigators (PIs) for orientation; submit requests for set up of grant accounts and cost share accounts in PeopleSoft.
• Maintain grant fiscal records.
• Works with the Office of Sponsored Research to prepare time and effort reporting

Responsibilities

Manage the University’s Restricted Funds Accounts

• Participate in pre- and post-award meetings.
• Prepare invoices/billings and collects funds for the support of restricted fund expenditures.
• Deposit funds received from funding agency
• Coordinate with key personnel at all levels of the institution to support proper and timely expenditure of grant funds in compliance with applicable guidelines and budget deadlines.
• Assist in the computation, preparation, and submission of indirect cost rate.
• Prepare and/or assist in the preparation of all applicable fiscal reports for sponsored programs e.g., Schedule of Federal Awards Expenditures (SEFA).
• Compile year-end reports, work papers, and analysis necessary for grant audits.
• Monitor charges to sponsored programs for reasonableness and compliance with applicable policies and procedures.
• Reconcile grant receivables and indirect cost revenue
• Prepare and submit new budgets and budget amendments to the Budget Office for grants
• Review and approve financial data in grant proposals and contracts; meet with new principal investigators (PIs) for orientation; submit requests for set up of grant accounts and cost share accounts in PeopleSoft.
• Maintain grant fiscal records.
• Works with the Office of Sponsored Research to prepare time and effort reporting

Manage Foundation Accounting on behalf of the University

• Work with the campus’ Foundations to set up project ID for foundation funds utilized by the university for expenses.
• Approve transactions to be billed to the foundations.
• Prepare and submit monthly invoices to the Foundations.
• Work with the foundations to improve processes as needed.

Maintain University’s Tax Compliance

• Monitor unrelated business income (UBI) activity throughout the fiscal year
• Estimate and submit payment request for estimated UBI tax (UBIT) on a quarterly basis
• Prepare UBIT tax return yearly
• Prepare estimated nonresident alien tax payments per semester and submit request for payment
• Create and maintain nonresident alien profiles in Glacier tax software
• Prepare forms 1042-S and distribute to internationals on a yearly basis
• Prepare form 1042 tax return and file with the IRS
• Assist students with access to Sprintax to prepare annual form 1040NR/1040NR-EZ
• Perform other tax related activities as assigned

Perform General Accounting Functions

• Complete monthly reconciliations of assigned general ledger accounts in a timely manner
• Review and approve reconciliations prepared by other staff
• Manage, prepare, and complete month-end close-out and checklist tasks
• Prepare and submit monthly and year end journal entries
• Performs analysis of various accounts assigned
• Review trial balance to ensure accounts balances are appropriate.
• Prepare quarterly and special financial reports as assigned by the Assistant Vice President and/or Director of Accounting.
• Assist the Assistant Vice President and Director of Accounting in preparing annual financial and special reports.

Other Related Job Duties

• Assist accounting team with gathering support for audit engagement and internal/external requests
• Write new and update existing desktop procedures
• Communicate staffing and process changes to university community
• Participate in the ongoing review of process issues and work to identify and implement solutions
• Identify and implement process improvements
• Assist in ad hoc projects as assigned
• Perform other job-related duties as assigned
• Assist in campus training sessions
• Serve as backup for team members

Note: the above job description is not intended to be an all-inclusive list of duties and standards of this position. Incumbents will follow any other instructions and perform any other related duties as assigned by supervisor.

Required Qualifications

• Bachelor's degree in accounting (preferred), Finance, Business Administration, or another related field.
• Minimum of three years of experience with PeopleSoft Financials or other similar financial reporting software.

Knowledge, Skills, & Abilities

• Knowledge of standard accounts payable policies, procedures, and regulations.
• Knowledge of mathematics.
• Intermediate proficiency in Microsoft suite with a strong emphasis on Excel and Word
• Ability to process computer data and to format and generate reports.
• Ability to utilize an automated accounting system.
• Ability to understand and interpret vendor invoices, statements, and other requests for payment.
• Ability to analyze and solve problems.
• Strong communication and interpersonal skills.
• Strong written and oral communication skills
• Accurate with a strong attention to detail
• Basic data entry and/or word processing skills.
• Knowledge of purchase orders and related accounts payable documentation.
• Ability to effectively communicate accounting information, policies, and /or procedures in a manner easily understood by customers.
• Ability to maintain confidentiality of records and information.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to calculate numbers, correct entries, and post to records.
• Provide quality customer service.
• Ability to stand or sit continuously to perform essential job functions.
• Ability to work independently under very limited supervision.
• Ability to work as a team member and foster a cooperative work environment.
• Ability to work in a fast-paced environment.