Business Coordinator

University of Kansas - Lawrence

Lawrence, KS

ID: 7062397
Posted: November 18, 2019
Application Deadline: Open Until Filled

Job Description

Position Overview

This position is part of the School of Education Dean’s Office Business Center. Primary duties include coordination of financial operational activities, assistance with development of internal reports, and provide faculty support. Financial coordinating includes auditing transactions, developing solutions to accounting problems, preparing documents needed for purchase and receivables transactions, and assisting with questions from financial shared service support staff. Faculty support includes coordinating internal faculty awards and assisting with grant proposals in partnership with pre-award support staff. Serves as a liaison between the School of Education Business Office and Departments, Shared Service Central (SSC) and other central offices with issues related to accounting and purchasing transactions. A thorough knowledge of the policies, regulations, guidelines and administrative practices of the University, School, and departments are vital to the functioning of this position.

Job Description

60% Financial Support, Reporting:

Provides oversight and support in financial and accounting related actions that impact faculty, staff and students within the organization. Serves as a liaison to answer questions. Ensures transactions are initiated and processed timely to ensure services are delivered seamlessly. Transactions may include but are not limited to funding modifications, faculty compensation during summer, travel, payroll, sponsorship, awards, and grant related matters. Monitors activity is completed appropriately through University reporting tools and correct and document as needed.
Assists supervisor with the School’s finance and budgetary model. Runs reports, works with departments to acquire information for the Dean to make strategic decisions on future financial planning. Assists departmental chairs with financial questions or university processes and policies.
Administers faculty startup commitments including but not limited to: budget allocations, expenditure guidance, tracking of equipment and expiration of funds. Ensures that requests made are in compliance to agreed upon terms.
Reviews, tracks, and monitors overall unit expenses by creating, and monitoring reports. Performs initial data analysis to make recommendations to leadership. Responsible for auditing expenditures and/or assisting during a formal audit request.
Works with the SSC financial transaction staff on behalf of the school. Works with Central Offices on issues that require further review, discussion or investigation. Escalates matters of risk to supervisor for discussion and problem resolution when appropriate.
May manage funds, allocations, and process for scholarships, awards, and fellowships for the School and related committees.
Attend University meetings related to financial and grant processes.
Provides input on policies, procedures and operational processes.
30% Faculty Award Support
Supports faculty in the development of proposals for external funding, including but not limited to:
Prepares proposal budget in compliance with solicitation and sponsor guidelines.
Assists the PI to help assure that all grant sections (abstract, appendices, etc.) are included and appropriately formatted and budget justifications are included as required.
Facilitates financial conflict of interest disclosures, human subjects protocol approvals, etc.
Works with KUCR Pre-Award and Contract Negotiations as necessary
Provides guidance to faculty in managing timelines and completing sponsor deadlines.
Acts as a liaison between the sponsoring agency representatives and the Office for Research on behalf of the PI in resolution of program related issues.
Assist faculty by providing information on their award balances and appropriate use of funds per award agreement and/or budget terms. Answers questions in regards to budget and expense tracking, allocability of purchases review, set-up and close-out requirements, and payroll related matters as appropriate.
10% Other Duties as assigned

Required Qualifications

Bachelor’s degree in a related field and 2 year of related experience OR HS diploma/GED with 4 years of related experience.
Three years’ experience in creating and using complex Excel Spreadsheets as detailed in application materials.
Attention to detail and excellent oral and written communications skills, as evidenced by application materials and interview process.


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