Branch Operations Manager - Business Library
Areas of Intereset: Finance and Accounting
Functional Areas: College of Arts & Sciences
Department: Department of Chemistry and Biochemistry
Requisition Number: 11337
Location: Boulder, Colorado
Employment Type: University Staff
Posting Close Date: 18-Jul-2018
The department of Chemistry is accepting applications for a Payroll and Grants Coordinator. The Payroll and Grants Coordinator is an integral part of the finance team in the Department of Chemistry. The Coordinator is responsible for oversight, administration, and management of all payroll on research-related funds in the department (including startup funds, sponsored research funds, internal research award funds, related cost-share funds, etc). Make recommendations and initiate corrections to maintain sound fiscal responsibility and ensure compliance with all applicable policies, procedures and guidelines. Monitor and analyze all subawards and cost-share commitments on sponsored research accounts in the department. Ensure accurate and appropriate setup and management of sponsored research equipment and fabrication purchases.
Who We Are
The Department of Chemistry at the University of Colorado Boulder emphasizes knowledge of the basic principles of chemistry, including atomic and molecular theory, the states of matter and reactivities and properties of chemical substances. Students study the basic subfields of chemistry, such as organic, physical, analytical and inorganic chemistry (and biochemistry for biochemistry majors), all while developing the mathematical skills to understand fundamental chemical relationships and to manipulate experimental data. Graduates also learn safe chemical practices, including handling waste, safety equipment, assembling chemical apparatus and designing experiments.
What Your Key Responsibilities Will Be
- In coordination with department HR team, accountable and responsible for research funded payroll processes in Chemistry – initiating Payroll Expense Transfers (PETs), funding distribution, hires, terminations, leave accruals and usage, clearing suspense and overpay accounts, tuition remission, time entry, research merit, etc.
- Set direction and continually evaluate all departmental research payroll processes to make sure Chemistry employees are paid in a timely and accurate way.
- Initiate and produce appointments and payroll for all employee groups paid from research funds, including graduate research assistants (GRA), research faculty/post-docs, student stipends, bi-weekly hourly and temporary aides. Initiates appointments for employees in HCM and ensure that employees have met all hiring requirements.
- For research funded jobs, create job postings if necessary, communicate with the hire, gather data, initiate the offer letter, and administer the appointment. Administer course buyouts covered by research funds and faculty summer research salary.
- Communicate payroll setup, procedure, and deadlines to employees and supervisors. Facilitate time collection in HCM.
- Educate hourly employees and supervisors about our procedures for online MyLeave completion and submission.
- Ensure that appointments per term are within the current available budget, and that payroll register matches appointments as entered.
- Process offcycle and additional payments as necessary.
- Serve as the payroll liaison and liaison to campus HR Service Center (HRSC) for all non-department funded appointment types and specified employee groups assigned.
- Monitor and analyze payroll and related data for all research related accounts to ensure that all activity complies with internal and external policies.
- Assist faculty with budget analysis on all research related accounts to ensure that payroll and related expense is spent according to budget - alerts Principal Investigator (PI) if there any discrepancies. Research and reconcile discrepancies on accounts.
- Prepare PETs and perform corresponding Journal Entries (JEs) as needed.
- Ensure all necessary documentation is submitted (e.g. PI justification) for PETs and JEs.
- Manage all aspects of research funded graduate fellowships, including – but not limited to – calculation and submission of appropriate stipend and student aid payments.
- Communicate with PIs, finance team, and supervisor on any and all payroll issues regarding research administration.
- Oversee salary allocations and personnel assignment on research funds and advise changes to PIs, as needed.
- Review monthly reports and potentially create customized reports that concisely itemize, interpret, and compare payroll expenditures to budget.
- Distribute reports to PIs and have monthly or quarterly one on one meetings with them in conjunction with Accounting & Finance Manager.
- Monitor and follow-up on effort reporting (ePERs) send reminders and notify PI of potential effort conflicts.
- Review notice of award with PI and Accounting & Finance Manager, making note of any special restrictions and requirements, particularly related to payroll.
- Confirm that budget information is loaded to speedtype(s) according to approved budget.
- Review rate and application of fringe and F&A costs for total budget.
- Work directly with finance team, PI, OCG/SPA, HRSC and Employee Services to resolve issues.
Accounting and Property
- Working closely with Accounting and Finance Manager, monitor and analyze subawards and cost- share commitments on sponsored research accounts to ensure that all activity complies with internal and external policies.
- Assist faculty with budget analysis on all subawards and cost-share accounts to ensure that revenue and expense match award, and appropriate proportional expenditures and required cost-share percentage is met.
- Proactively alert PI if there are any issues. Research and reconcile discrepancies on accounts, follow up with appropriate parties.
- Working closely with Building Manager and finance team, proactively setup and monitor fabrication and equipment purchases on all sponsored research accounts.
- Ensure accurate and timely setup of fabrication speedtypes and purchase requisitions, including all necessary documentation and approvals (e.g. Sole Source Justification, sponsor approval).
- Other accounting functions and support as assigned (e.g. Support cost accounting of NMR ISC, purchasing/procurement)
What You Should Know
- Candidates will be responsible for the cost of relocation and travel.
- Candidates who aren't within driving distance to campus will be given the choice to interview via Skype or in person, but they will not be reimbursed for travel costs.
What We Can Offer
The anticipated starting annual salary is $46,400 commensurate with experience.
The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.
Be Empowered. Be Resourceful. Be Boulder.
What We Require
- A bachelor’s degree in business, business administration, finance, accounting, or a directly related field from an accredited institution.
- Two years of professional level experience in a payroll, accounting, or finance related role.
- One year of experience with payroll management.
What You Will Need
- Ability to communicate effectively, both in writing and orally.
- Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
- Outstanding customer service skills.
- Strong financial management skills.
- Ability to prepare and effectively communicate financial analysis and reports to others.
- Excellence in establishing work priorities and providing follow through, and meeting established deadlines.
- Intermediate to advanced Excel user.
What We Would Like You To Have
- Experience in an academic research environment.
- Experience in fund accounting.
- Working knowledge of University, state, and federal regulations pertinent to University operations.
- Comprehensive understanding of academic institution financial structure and operational standards.
- 2+ years’ grants management experience.
- Experience with HCM and m-FIN systems.
To apply, please submit the following materials:
1. A current resume.
2. A cover letter that specifically addresses how your background and experience align with the requirements, qualifications and responsibilities of the position.
You will not be asked to upload references at this time.
Posting Contact Name: Boulder Campus Human Resources
Posting Contact Email: HRESmail@colorado.edu
The University of Colorado is an Equal Opportunity/Affirmative Action employer