"Budget Specialist"

Job Details

ResponsibilitiesReporting to the Assistant Director of Grants and Contracts Administration and working under the direction of the Director of Government Sponsored Programs and Research/Title III, this role supports the financial management of grant-funded programs. The incumbent works closely with Principal Investigators and Project Directors to develop budgets, track expenditures, ensure compliance with university and sponsor guidelines, and maintain accurate financial records and audit documentation. Strong customer service and collaboration skills are essential to support the effective administration of externally funded projects.

SPECIFIC DUTIES AND RESPONSIBILITIES

ESSENTIAL JOB FUNCTIONS

• Enter and maintain financial data in tracking systems and shadow ledgers.
• Review and process requisitions for appropriateness, routing, and compliance.
• Assist in budget development and proposal submission.
• Reconcile general ledger data and recommend corrections where needed.
• Run regular financial reports and communicate budget status to PIs.
• Coordinate with payroll to track personnel spending against grants.
• Maintain records and audit trails for all grant activities.
• Support and participate in training workshops for fund users.
• Assist with the preparation of management reports and dashboards.
• Prepares paperwork and conducts startup review meetings for new awards with principal investigators & project managers
• Reviews electronic and manual requisitions as required for approval of requests to utilize grant funds, i.e., allowed in grant, reasonableness of spending, appropriate signatures and properly routed via Ellucian/Colleague and SoftDocs platforms;
• Assists in preparing databases to generate adequate grant and project reports for executive management.
• Interacts and communicates with immediate supervisor, co-workers, other department heads and employees, faculty members, students, and other staff members.
• Monitors budget account and prepare reports for monthly reconciliations covering all activities generated among key fund users, Government Sponsored Programs and Research (GSPAR), and the Office of Business and Finance;

ADDITIONAL JOB FUNCTIONS

Performs related duties as required.

Qualifications

MINIMUM TRAINING AND EXPERIENCE

• Bachelor’s degree in Accounting, Business, or related field.
• 1–2 years of relevant experience; higher education experience preferred.
• Proficiency in Microsoft Excel and accounting software (e.g., Ellucian Colleague).
• Strong understanding of financial compliance and recordkeeping standards.
• Detail-oriented with strong analytical and communication skills.

Knowledge of basic principles, procedures, and terminology of auditing, accounting and financial record keeping; basic software applications related to financial applications is also required. Must be able to perform mathematical computations rapidly and accurately; operate a variety of standard office equipment including computers; interpret and apply complex laws, rules, and regulations; communicate effectively in both oral and written form; conduct basic research; set up and maintain database files to create spreadsheets and other related forms and documents; set up and accurately maintain accounting and financial records; follow directions; work independently; set priorities and meet deadlines; detect and correct errors or omissions; establish and maintain cooperative working relationships with those contacted during the course of work.

Supplemental Information

To apply, please include a cover letter, resume, and contact information for three supervisory references including the most recent supervisor.

Finalists for this position are subject to a background check. Employment is contingent upon the successful completion of a background investigation including criminal history and identity check.