HIRING DEPARTMENT

Missouri Institute for Defense and Energy (MIDE) in the Office of Strategic Initiatives (OSIN) at the University of Missouri-Kansas City (UMKC).

JOB DESCRIPTION

The Missouri Institute for Defense & Energy (MIDE) is seeking a Senior Program/Project Support Coordinator to execute financial, administrative, and operational duties for MIDE personnel and collaborators. The ideal candidate will be detail-oriented, self-motivated, a problem solver, and have strong communication & coordination skills. The candidate will be expected to assist in fiscally managing 20+ projects with over 100 shared personnel, providing budget projections, personnel labor accounting, equipment purchasing, reconciliations, and monthly financial reports.
This position is not hybrid; the candidate selected will work in a shared office space, in-person, Monday through Friday. Limited flexibility on standard schedules may be discussed with supervisor.

Job duties include:

• Fiscally manage and track 20+ active research projects, providing actionable data to principle investigators/project leads;
• Assist in proposal budget preparation and coordination with Official of Research Services pre and post-award staff;
• Assist in service/subcontract and equipment transactions.
• Manage & oversee timecard approvals, effort verification, and personnel labor accounting;
• Assist in preparing and submitting monthly financial reports to various sponsors.
• Lead, support, and execute administrative duties for personnel and stakeholders in department;
• Oversee and manage all department purchasing. Includes procurement of supplies, mass purchasing of items of items within designated thresholds, One Card reconciliations for multiple
• University credit cards, ShowMe Shop purchases, operating within designating budget, and payment/processing of other invoices;
• Tracking purchases and requests, obtaining quotes, and working with vendors, customers, and other stakeholders to coordinate shipping and deliveries;
• Creating, maintaining, and organizing digital files related to tracking personnel, personnel requests for employees/non-employees/student employees, managing ListServs, payments, software, purchases, laptops and other equipment, key logs, fabricated capital equipment builds, and other items;
• Gathering, organizing, and summarizing information on a range of topics, as requested;
• Supervises additional support staff and student worker positions, including all supervisory, tracking, documentation, and work and performance management components;
• Establishing and maintaining organizational/filing/record-keeping systems and content related to training, meeting security, and program deliverables; and,
• Other duties and office support tasks as assigned.

MINIMUM QUALIFICATIONS

A Bachelor’s degree or an equivalent combination of education and experience and 3 years of experience from which comparable knowledge and skills can be acquired is necessary.
Ability to acquire and maintain a security clearance is required.

PREFERRED QUALIFICATIONS

• At least 5 years of experience in clerical, administrative, project management, accounting or similar positions from which comparable knowledge and skills can be drawn;
• Demonstrated prior experience with accounting and budgeting;
• Demonstrated prior experience with research and/or grant funded environments;
• Competency with the Microsoft Office and Adobe suite of software including but not limited to: (a use of editing functions in Word; (b) basic formula and linking functions and plotting in
• Excel; (c) creation of slides using PowerPoint; (d) pdf creation using Adobe products and protection (e.g., encryption) from any of the previous tools; and, (e) email/scheduling via Outlook;
• Experience with the PeopleSoft platform or comparable enterprise financial management software;
• Privacy, security, export control or related training/certifications;
• Ability to handle personally identifiable information (PII), export control sensitive information; (ITAR/EAR), controlled unclassified information (CUI), and/or classified information.

• Fiscally manage and track 20+ active research projects, providing actionable data to principle investigators/project leads;
• Assist in proposal budget preparation and coordination with Official of Research Services pre and post-award staff;
• Assist in service/subcontract and equipment transactions.
• Manage & oversee timecard approvals, effort verification, and personnel labor accounting;
• Assist in preparing and submitting monthly financial reports to various sponsors.
• Lead, support, and execute administrative duties for personnel and stakeholders in department;
• Oversee and manage all department purchasing. Includes procurement of supplies, mass purchasing of items of items within designated thresholds, One Card reconciliations for multiple
• University credit cards, ShowMe Shop purchases, operating within designating budget, and payment/processing of other invoices;
• Tracking purchases and requests, obtaining quotes, and working with vendors, customers, and other stakeholders to coordinate shipping and deliveries;
• Creating, maintaining, and organizing digital files related to tracking personnel, personnel requests for employees/non-employees/student employees, managing ListServs, payments, software, purchases, laptops and other equipment, key logs, fabricated capital equipment builds, and other items;
• Gathering, organizing, and summarizing information on a range of topics, as requested;
• Supervises additional support staff and student worker positions, including all supervisory, tracking, documentation, and work and performance management components;
• Establishing and maintaining organizational/filing/record-keeping systems and content related to training, meeting security, and program deliverables; and,
• Other duties and office support tasks as assigned