Administrative Assistant I

East Lansing
Jun 14, 2017
Institution Type
Four-Year Institution
Position Summary

The Department of Human Development and Family Studies (HDFS) seeks an energetic, engaged, and hard working individual to provide accounting and contract and grant support.

The Administrative Assistant I will work closely with the departmental faculty and the fiscal officer to submit financial transactions, maintain financial records, prepare financial reports and assist with the pre- and post-award process for contract and grants.

Accounting support includes submitting financial transactions such as travel reimbursements, disbursement vouchers, general error corrections, intra account transfers, indirect cost adjustments, requisitions and etc.; reconciling accounts monthly and reporting to the fiscal officer; maintaining financial files according to the university's record retention schedule; creating financial reports for the fiscal officer, Chair, and departmental faculty.

Contract and grant pre-award support includes working as a proactive coordinator and team member to assemble research proposals; assist with searches for new funding opportunities and communicating these opportunities to faculty; review guidelines of agency funding solicitations; prepare budgets and reviews budget justifications for contract and grant proposals; coordinate a timely proposal submission; prepare and route transmittals; prepare MSU internal documents for grant submissions; prepare grant applications; review grant applications for completeness of all required application documents; communicate with the fiscal officer on the status of pending grant applications and awards.

Contract and grant post-award support includes communicating with other institutions and prepare and process documents for sub-awards; communicate with the Office of Sponsored Projects regarding budgets and applications; compile and track indirect cost rate distribution to the department on a monthly basis; assist faculty with progress reports for grants; support contract execution, account setup and activation of purchase orders; process disbursement vouchers for sub-award payments; assist with processing orders for supply and services; process cost redistributions for grant awards; gather and track salary and fringe information for all personnel hired on grants; create and maintain grant awards on the department's website; reconcile grant accounts monthly, report to the fiscal officer and the principle investigator for approval; assist with project close out activities; communicate with the fiscal officer on the status of open contract and grant accounts.

Unit Specific Education/Experience/Skills

Knowledge equivalent to that which normally would be acquired through the first two or three years of college, such as an Associate's degree in accounting or a business-related field; six months to one year of related and progressively more responsible or expansive work experience in word processing, database, spreadsheet, presentation software and/or desktop publishing, web page software; office procedures, or in performing responsibilities related to the operational activities of the HDFS; or an equivalent combination of education and experience.

Desired Qualifications

Bachelor's degree in Accounting; one to three years experience in accounting and contract and grant administration; knowledge of the university's policies and procedures related to accounting and contract and grant administration; knowledge of MSU's Enterprise Business Systems (EBS) forms and reports.

Work Hours


Bidding Eligibility Ends 6/20/2017 at 11:55 PM

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