Vacancy Open to:
All CandidatesEmployment Type:
Permanent - Full-timeHours per week:
40Months per year:
001747NC Salary Grade Equivalency:
Business Services Coordinator - ContributingWorking Title:
Business Services CoordinatorSalary Range:
$31,888 - $39,000Anticipate Hiring Range:
$31,888 - $39,000FLSA Status:
College of Engineering (Col)Work Unit:
College of EngineeringWork Schedule:
8:00 am – 5:00 pm; Monday – FridayPrimary Purpose of Position:
Supports the Pre and Post Award Contracts and Grants Office in research administration, data entry, reporting information, communications, data retention, expenditure/tracking of office budget, and general administrative tasks as directed by supervisor. Additionally, this position will support the new Associate Dean for Research and Director of Contracts and Grants Office in initiating personnel actions within the Niner Talent system. Minimum Education/Experience:
Required Minimum Qualifications: Essential Job Duties:
Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
University Preferred Qualifications:
Four-year degree in a related business function; or an equivalent combination of training and experience.
Supports Pre and Post Award administration needs within the Contracts and Grants Office, including research administration support duties, data entry, reporting information to College Faculty and staff, communications, data retention, expenditure/tracking of office budget, office travel and general administrative tasks as directed by supervisor.Other Work Responsibilities:
Assist college level Pre and Post Award administrators in many aspects of Banner and data entry (e.g. internal budgets, etc.) into respective internal and/or sponsor eRA systems. Financial knowledge and knowledge of university procedures to provide primary training to new post award staff while at the same time assisting new departmental personnel in their responsibilities. Serves as backup at the college and departmental level when the normal business personnel are either absent, or positions vacant . Provides major assistance in ensuring documentation is on file for required cost sharing in support of federal projects. Departmental Preferred Experience, Skills, Training/Education:
Assist the Associate Dean for Research and the Director of Contracts and Grants Office with personnel actions and initiating Niner Talent actions for new hires and position update requests. Additionally, assist with Niner Talent action items for non-student temporary workers within the Contracts and Grants Office.
Record, compile, and summarize account, expenditure, and purchasing data in the respective CoEN database(s) on no less than a weekly basis. Review data and information for completeness and accuracy using standard guidelines. Maintain support documentation in an organized and quickly accessible filing system. Files, including shared office files, are maintained so that all documents are in the correct order, in the correct file, and purged/archived as required. Review all forms related to personnel actions promptly and return them to originator if the request is unclear or out of compliance with policy. Explain necessary revisions. Submit check request, travel authorizations, etc. and other requests for services or goods requiring fund numbers promptly to appropriate unit. Prepares electronic Grant Information files with accurate data for funded projects to expedite fund assignment by Sponsored Programs. information for completeness and accuracy using standard guidelines.
Access information in office systems to respond to requests and obtain standard information. Understands the shared folder structure utilized between the research entities of the Colleges, the Office of Research Services and Sponsored Programs Financial Management. Understand, apply, and problem solve technical issues related to the job. Learns new computer applications. Attending ITS, Banner, or CoEN training sessions on software and modifications, as required. Apply new learning to daily tasks and projects.
Draft letters, memos, etc. are completed for review and signature by expected timeline. Ensure revisions are made accurately and letters are delivered on time. Assist with ensuring that materials for grant submission are compiled and edited for supervisor review. Composes letters, emails, memos etc. and conducts accuracy review prior to submission to sponsoring agency. Prepare correspondence (emails, letters, memos) for signature to federal, state, and local government agencies as appropriate for proposal submissions. Also prepares cover letters and memos for movement of contractual materials and supporting documentation (including employee salary verification and indirect cost rate agreements, etc.) to governmental agencies required to document same in their contractual awards.
Provide prompt answers to questions within scope of work professionally and pleasantly. Give customers with questions outside work scope a specific time frame as to when they will receive resolution to their concern or problem, or refer them to specialist in another area.
• Associates degree preferred and experience in a University administrative office.Work Location:
• Experience with financial reconciliations of general fund and/or grants.
• Proficient with Microsoft Office software.
• Experience with balancing budgets.
• Experience reconciling accounts.
• Familiar with Banner and SAM systems.
• Familiar with personnel processes.
• Familiar with purchasing in an e-procurement system / using 49er Mart or equivalent.
• Experience with PCard transactions.
• Personnel experience in Human Resources Management System.
• Familiar with student hiring processes including student appointments
• Experience / ability to build class schedules.
• Personable with students and faculty.
• Excellent oral and written communication skills.
Contracts & Grants OfficePosting date:
10/17/2021Special Notes to Applicants:
Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.
* Do not write ‘see resume’ on your application when completing the job duties section.
If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).
* Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.
Please submit a resume and cover letter with your application.
* These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.