Grant and Contract Administrator I, Harshbarger-Mines Business Center

at  University of Arizona

POSITION HIGHLIGHTS

The Harshbarger-Mines Business Center, HMBC, at the University of Arizona is seeking dynamic, self-starters to fill the position of Grant and Contract Administrator I.
This position supports the HMBC Grants & Contracts Team, a center that supports five academic departments, the School of Mining and Mineral Resources. This position is part of a team responsible for a portfolio of 129 faculty members, 1,280 undergraduate students, 335 graduate students, and active research projects whose FY24 expenditures exceeded $30M.
The mission of the Grants & Contracts Team is to streamline grant management and financial activities for the faculty, with some of the primary duties include digital account maintenance, providing account projections, and monitoring payroll and operational expenses. This position will provide guidance to faculty, staff, and students regarding UA financial policies and procedures to ensure compliance and efficiency.
The successful candidates will take initiative to work independently and collaboratively on a wide variety of duties, display an aptitude for problem solving, maintain effective attention to details, meet deadlines, and be able to prioritize competing demands.
Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!
The University of Arizona has been recognized for our innovative work-life programs.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of accounting and industry principles, practices, principles and procedures.
• Skill in preparing detailed reports on a timely basis.
• In depth knowledge of and the ability to develop standard operating procedures, compliance forms, and tracking documents.
• Proficient in Microsoft Suite (Word, Excel, and Outlook).
• Ability to maintain sensitivity with confidential information.
• Possess excellent written and verbal communication skills.

MINIMUM QUALIFICATIONS

• Bachelor’s degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience is required.

PREFERRED QUALIFICATIONS

• Experience in higher education or government accounting and budgeting experience, including various fund types (recurring operating funds, gifts, grants and indirect cost revenue, auxiliary funds, etc).
• Experience with UA policies and procedures, and with UAccess Financials, Research, Employee, Analytics, and Student.
• Experience working with procurement procedures, including direct experience with federal, state, and University.
• Experience with budgeting and sponsored research accounting.

DIVERSITY STATEMENT

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Digital Account Maintenance:

• Setup and monitor digital accounts for all grants.
• Maintain account-specific notes and internal spreadsheets.
• Verify proper award documents and budgets are saved.
• Assist with account template improvements.

Financial Account Balance & Projections:

• Respond to account balance inquiries.
• Complete in-depth analysis of posted expenses and ensure the expenses are allowed.
• Investigate open encumbrances and available balances and manually track pending charges (not yet inputted in the system).
• Communicate hiring/purchasing options to faculty based on expense forecasts.

Financial System Monitoring:

• Update and maintain Position Distributions, complete Salary Transfers, and process External Awards and Financial Aide requests.
• Input Capital Requisitions and complete General Expense Corrections.
• Review Transaction Detail reports and communicate concerns or updates to faculty regarding specific expenses.

Financial Compliance and Training:

• Assist with internal trainings, team workshops, and streamlining reporting mechanisms and templates to aid in Financial reporting (HMBC/Sponsored Projects) and Technical/Progress reporting.
• Provide policy and procedural information to faculty regarding any applicable university, state, local government, or federal partner.

Financial Reporting:

• Review auto-generated reports with faculty on monthly and/or quarterly basis.
• Assist with financial reports that are due to internal or external partners.
• Provide manually-created reports which fall outside the UA Analytics tools currently in place.