What are the responsibilities and job description for the Grant and Contract Coordinator position at American University?

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department :

School of Public Affairs

Time Type : Full time

Work Modality :

Hybrid 01 (On Campus 3-4 Days / Week)

Union : Excluded

Job Description : Summary :

The Grant and Contract Coordinator is responsible for providing support to the Director and to faculty by performing reviews for the approval of financial transactions in Workday and ensuring compliance with all relevant policies and procedures in relation to grants and internally funded research. The incumbent prepares and assists with accounting entries needed to ensure accurate financial records are maintained for grants and are available to PIs as needed, and provides analyses for post-award grant spending and budget projections.

This position serves as a post-award first point of contact for departmental administrators and other colleagues from across SPA and provides training in processes and procedures as needed.

Essential Functions :

1.) Financial Administration

Conduct regular reviews of post-award accounts to ensure that financial transactions are completed successfully and accurately, using the various tools available through AU (Workday, BI, etc).
Run, create, and review budget reports, analyze data and prepare budget projections as well as individualized financial reports upon request and in conjunction with the Director.
Assists Director in conducting reviews of sponsored projects to ensure financial compliance.
Assist with responding to audit requests.
Process and track journal entries and cost transfers relating to post-award activities.
Monitor and reconcile clearing accounts on a monthly basis.
Provide reporting to faculty for Internally Designated Faculty Research Accounts (IDFRA) on a quarterly basis.
Proactively recognize potential issues and notifies supervisor in the event of new or unusual problems or issues that arise.

2.) Coordination of Financial Transactions

Organize, review, approve, and initiate financial transactions and actions related to post-award activities including reimbursements, invoices, speaker payments and credit card approvals / reconciliations related to post-award grants.

Review financial transactions and ensures they comply with University policies, procedures, and best practices and raises any issues to the attention of the Director and / or PI as appropriate.

Responsible for reviewing financial transactions for budgetary compliance, proactively addresses and resolves potential issues, and provides recommendations to a number of different stakeholders.

Responsible for ensuring compliance with record retention and other legal and contractual administrative obligations.

3.) Interdepartmental Working Relationships and Training

Establishes, develops, and maintains constructive and cooperative working relationships with faculty and / or staff both within SPA and across AU.

Provides training to staff and faculty as appropriate on processes and procedures necessary to incur and record financial transactions and to understand necessary budget reports for managing grant budgets.

Meets with with departmental admins and associated SPA grant administrators to provide additional support in relation to grants transactions, and any additional training deemed necessary by the Director or the Asst. Dean of Finance and Administration.

4.) Other Duties

Support the SPA Budget team as needed. Performs other duties as assigned.

Position Type / Expected Hour of Work :

Full time.

35 hours per week.

Non-exempt.

This position is classified as Hybrid 1 (3-4 days on-campus). This may change depending on business needs.

Salary Range :

29.12- $34.61 per hour.

Required Education and Experience :

Associate Degree in Business Administration or other related field required.

2-4 years prior experience with financial and / or office administration required.

Knowledge of academic institutions and familiarity with the various divisions and offices within (and the respective functions of) large organizations.

Familiarity with financial and personnel software and databases, including Workday Financial and Human Capital Management (HCM), MicroStrategy Business Intelligence, and SharePoint preferred

Serving in role with significant emphasis on customer service, accessibility, & responsiveness

Excellent interpersonal communication, written and verbal communication skills with emphasis on professional email etiquette required

Experience in all MS Office applications. Intermediate to advanced knowledge of Microsoft Excel preferred (Pivot Tables, V-Lookups, SumIfs, Conditional Formatting, etc)

Demonstrated analytical skills and attention to detail.

Excellent time management skills with the ability to organize and plan work to deal with multiple competing priorities and tasks.

Ability to recognize potential problems and address them proactively is required.

Must be able to work both independently and as part of a highly collaborative team.

Preferred Education and Experience :

Bachelor's degree in Business Administration or other related field preferred

3-5 years experience preferred

Prior experience in a university setting preferred.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

Hiring offers for this position are contingent on successful completion of a background check.

Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual's genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.

Salary : $29 - $35

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