Assistant Manager, Contracts and Grants

Job description

Posting Details

Vacancy TypeSHRAIs Internal Transfer OnlyNoTime Limited?NoTime-Limited Appointment LengthTitleAccounting TechnicianBand LevelAdvancedWorking TitleAssistant Manager, Contracts and GrantsSalary Range$31,200 - $59,049Anticipated Hiring Range$48,000 - $50,000Salary Grade Equivalency63Position Number00042923Work ScheduleMonday - Friday, 8:00am - 5:00pmDoes the regular and recurring schedule of this position result in the employee working more than ½ of their hours between 4 pm and 8 am? (Meal periods do not count).NoFull Time Equivalent (FTE)1.0Department140401 - Electrical & Computer Engr.DepartmentElectrical & Computer Engr.Job City & StateRaleigh, NCPrimary Function of Organizational Unit

The Department of Electrical and Computer Engineering (ECE) has as its mission the accumulation, generation, and dissemination of knowledge in Electrical and Computer Engineering. Central to the mission is a high quality research and educational program that benefits our students, the State of North Carolina, the nation and the world. The Department acts as a focal point for development, growth and entrepreneurship. The national and international reputation of the Department facilitates future growth in areas of fundamental economic importance to the State.

Essential Job Duties

The Assistant Manager of Contracts and Grants will independently manage the sponsored programs portfolios of a group of PIs who are assigned with day to day financial actions and to assist the Contracts and Grants Manager with training C&G personnel. This person must act independently to make decisions and authorize actions throughout the life of the project (i.e. pre-award, award extensions, allowability of expenditures, approve HR actions, etc.).

● Ensure departmental policies and procedures are followed. Obtain approval from PI and Department Head before submitting final documentation to the College.
● Must be able to interpret agency and university requirements, policies, and practices for the PIs and provide support on new information regarding funding increments, reporting deadlines, fiscal issues and compliance.
● Ensure compliance with Cost Accounting Standards (Federal), the State of North Carolina and NCSU guidelines.
● Train C&G Personnel, as requested by C&G Manager
● Indirectly supervise work-study students by assigning work/tasks as needed for that time.
● Manage a designated group of ECE Faculty with Pre & Post Award needs, which may include ECE top researchers on behalf of the Manager
● Serve as a backup to to the Contracts & Grants Manager

Responsibilities will include:
● Initiating the pre-award process for ledger 5 (grants) accounts and ensuring funds are budgeted in accordance with the approved award.
● Assisting faculty with preparation, review and coordination of the proposal submission process
● Serve as a liaison between PI and college, university, and/or agency during proposal submission process
● Assisting PIs and/or prepare proposal budget and budget justifications
● Initiating PINS process
● Serve as the liaison with sponsor on budget preparation
● Completion of New-Award Checklist
● Initiating and obtaining agency and/or university approvals through the PMR system when preparing pre-award costs for PIs when requested.
● Analyze financial data to ensure an appropriate rate of expenditures and provide budget projections to the Contracts and Grants manager, faculty and/or College.
● Assists PIs on preparing PMRs (e.g., subcontract requests, re-budget, change in PI, NCE, etc.).
● Preparing complex budget reports, adjustments and corrections in assigned project budgets.
● Reviews expenses and financial reports on a monthly, quarterly, and other schedules as defined.
● Demonstrates confidentiality and organization in record retention for internal control and audits for both sponsored and non-sponsored research accounts.
● Initiate the closeout process.
● Verify the accuracy of expenditures; and if needed, process the appropriate corrective actions.
● Participates in and supports special project initiatives as needed by performing general administrative and support functions.
● Maintains a thorough knowledge of State and University accounting and purchasing policies and procedures.
● Accurately interpret and implement University regulations and budget restrictions.
● Understand and accurately interpret all Federal, State and University accounting/financial policies and procedures.
● Respond to inquiries from faculty, staff, students, visitors, and other individuals on campus, as requested by departmental managers.
● Extensive interactions with students, faculty and support staff both internally and campus wide.
● Work requires the exercise of considerable judgment to ensure that transactions are in accordance with policies, procedures and regulations.

Administrative tasks include copying, assisting in file management (to include but not limited to filing, archiving, purging, etc.). Performs a variety of other duties as assigned (and as needed). Assist with providing office support and related administrative functions as needed. Extensive interactions with students, faculty and support staff both internally and campus wide. Assist Contract & Grants Manager as needed on a variety of adhoc projects and tasks. Attend departmental, college, and/or university meetings to obtain the latest information regarding finance or research related matters.

Other Work/Responsibilities

Provide office support and related administrative functions as needed. Extensive interactions with students, faculty and support staff both internally and campus wide. Assist Contract & Grants Manager as needed on a variety of adhoc projects and tasks. Attend departmental, college, and/or university meetings to obtain the latest information regarding finance or research related matters. Work requires the exercise of considerable judgment to ensure that transactions are in accordance with policies, procedures and regulations.

Other duties as assigned.

Minimum Experience/Education

High School Diploma or equivalency and one year of experience in accounting work; or equivalent combination of training and experience.

Departmental Required Skills

- Extensive financial knowledge with experience working in a large complex organization. Highly skilled and experienced in PeopleSoft Financials or similar products, Word and Excel.
- Thorough knowledge of accounting principles and practices including knowledge of budgetary planning, developing and control; understanding of audit requirements and a thorough knowledge of government accounting methods and procedures, financial practices, federal circulars, governmental accounting standards board (GASB), fund accounting, budgeting, and state and university policies and regulations.
- Interpret and apply complete Federal and State fiscal regulations to analyze and correct accounting and financial problems and errors; Initiate changes in the accounting system and procedures; Establish effective working relationships with business and program personnel.
- Supervisory skills to train and manage C&G personnel as needed.
- Knowledgeable of sponsored research process and procedures, as well as experienced in pre-award and closeout process for sponsored research.
- Excellent written and verbal communication skills. Has excellent leadership, organizational, and problem solving skills.
- Able to work independently and be able to multitask.

Preferred Experience, Skills, Training/Education

-Experience with PeopleSoft Financials (or a similar system) including experience managing travel reimbursements.
- Knowledgeable of University research administration (Pre and Post-Award), Cost Accounting Standards, Budget Development and Federal, State and University policies and procedures is a plus.
-Experience with PINS, RADAR, NSF Fastlane and Grants.gov systems.
- Understanding of audit requirements and a thorough knowledge of government accounting methods and procedures, financial practices, federal circulars, governmental accounting standards board (GASB), fund accounting, budgeting, and state and university policies and regulations.
- Knowledgeable of sponsored research process and procedures, as well as experienced in pre-award and closeout process for sponsored research.

Required License or Certification

N/A

Special Instructions

Applicants should submit a resume, cover letter, and names and complete contact information of three professional references, including email addresses and phone numbers.

Please make sure that the work history listed on your application is identical to the work history listed on your resume.

Candidates can obtain more information about the Department at https://www.ece.ncsu.edu.

Job Open Date08/26/2020Must Be Open Until---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.)09/02/2020Is this position partially or fully funded on ARRA stimulus monies?NoProposed Hire Date10/01/2020Alternate Option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

AA/EOE

NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. If highest degree is from an institution outside of the U.S., final candidates are required to have their degree equivalency verified at www.wes.org or equivalent service. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn of this opportunity?
    • NCSU Website
    • Job Alert (automated email from our system)
    • NCSU Executive Search Services
    • Monster.com
    • CareerBuilder.com
    • InsideHigherEd.com
    • HigherEdJobs.com
    • Other Online Job Board
    • Carolina Job Finder / Employment Guide
    • Job / Career Fair
    • The Chronicle of Higher Education
    • Professional Journal
    • Print Advertisement (Newspaper / Periodical)
    • Radio / Television Advertisement
    • Professional Organization
    • Higher Education Recruitment Consortium (HERC)
    • Direct Contact from NCSU HR Representative / Recruiter
    • NCSU Employee Referral
    • Social Media (LinkedIn, Twitter, Facebook, Other)
    • Other
  2. If you learned about this vacancy from "other source" or "other website", please provide the source.

    (Open Ended Question)

  3. * Please select the response below that best describes your experience/education for the Accounting Technician position.
    • High school diploma/GED and at least one year of accounting experience
    • Associate's, Bachelor's, Master's, or Doctorate in any field
    • Combination of post high school education and/or experience in accounting to equal at least 1 year
    • Did not complete high school but have a combination of high school education and accounting experience to equal 5 years (ex. 3 years of high school and 2 years experience)
    • None of the above
  4. * Do you have experience in contracts and grants?
    • Yes
    • No
  5. * Please briefly describe your experience in contracts and grants management. <i>Include relevant experience preparing and processing proposals including generating budgets and justifications, pre and post-award management of fiscal activities, monitoring cost sharing and research effort, project reconciliations. </i>

    (Open Ended Question)

  6. * Please briefly describe your level of experience in working with PeopleSoft systems such as Financials, HR, and Student Information Systems. <i>If no experience with PeopleSoft systems, simply enter "None" or "No Experience".</i>

    (Open Ended Question)

  7. * Do you have financial/accounting experience within the university setting?
    • Yes
    • No
Application Materials RequiredRequired Documents
  1. Cover Letter
  2. Resume
  3. Contact Information for References
Optional Documents

     

     

     

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    Job No:
    Posted: 8/28/2020
    Application Due: 9/18/2020
    Work Type:
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