What are the responsibilities and job description for the Assistant Budget and Fiscal Director position at Montana State University?
The Assistant Budget and Fiscal Director, under the direction of the Senior Budget and Fiscal Director, will play a crucial role in supporting the Senior Budget and Fiscal Director by overseeing financial operations and ensuring accurate financial reporting across multiple accounts. This position is essential for maintaining the organization’s financial health and advancing strategic objectives. By working collaboratively with various departments and serving as a liaison to central offices, the Assistant Budget and Fiscal Director enhances fiscal performance and supports the overall mission of Research and Economic Development. The Assistant Budget and Fiscal Director is a key member of the fiscal management team for Research and Economic Development.
Duties and Responsibilities
- Act as the fiscal manager, holding full decision-making authority on more than 800 accounts with a total value of $15M to $20M. Responsibilities will encompass the following key areas:
- Oversee the spending of funds across numerous F&A accounts, ensuring that expenses support research enterprise and adhere to university, state, and federal guidelines, including audit standards.
- Review and approve all preauthorization documentation for F&A accounts to verify funding availability, confirm funding intent, and ensure compliance is upheld.
- Review and approve the processing of fund transfers for research dollars, ensuring accuracy and compliance with financial policies.
- Establish new accounts and close existing ones in accordance with directives from the Senior Budget and Fiscal Director as well as from colleges, units, centers, and Fiscal Shared Services (FSS).
- Oversee budgets for internal research awards, ensuring accurate allocation of funds and effective utilization of resources.
- Conduct account audits to verify compliance with term dates and ensure alignment with the intended use of funding.
- Address inquiries, concerns, and issues related to F&A funding, providing timely and accurate resolutions.
- Oversee the reporting and fiscal management, in coordination with Fiscal Shared Services, of more than 100 accounts and budgets across selected sub-units and RED service centers, including the administration of a $3 million investment account, ensuring accuracy, adherence to compliance standards, and alignment with strategic financial objectives.
- Manage the Institutional Research and Development (IRD) program, with a current operating budget of $1M to ensure accuracy and alignment with program objectives.
- Initiate the accounts payable process, including reviewing, approving, and submitting invoices to FSS, maintaining accurate records, reconciling vendor accounts, ensuring compliance with company policies and regulations, and fostering positive vendor relationships.
- Process budget transfers for state funds in accordance with the directive of the Senior Budget and Fiscal Director.
- Process and manage vendor contracts for Research and Economic Development and assist with contracts for selected sub-units. Proactively monitor and manage all contracts, ensuring timely and effective oversight.
- Process and manage all human resource items for RED and selected sub-units.
- Oversee the management of capital, minor, and sensitive equipment for Research and Economic Development, selected sub-units ensuring accurate tracking and adherence to relevant policies and compliance standards.
- Develop and implement procedures, documentation, and best practices for Research and Economic Development, including organizing content.
- Serve as a liaison on behalf of the Senior Budget and Fiscal Director to central offices, including OSP, UBS, and HR, along with FSS, ensuring effective communication and coordination on financial and operational matters.
- Perform additional duties as assigned by the Senior Budget and Fiscal Director.
Required Qualifications – Experience, Education, Knowledge & Skills
- Bachelor’s Degree in Accounting or another closely related field and demonstrated progressively responsible fiscal work experience with an emphasis on managing, budgeting, monitoring and reconciling fiscal records, or an equivalent combination of education and/or experience.
- Demonstrated experience researching, compiling, analyzing and interpreting financial information.
- Demonstrated experience effectively preparing and presenting financial reports and analyses to a management team.
- Demonstrated experience using enterprise accounting software packages and spreadsheets including Microsoft Word and Excel.
- Demonstrated experience managing multiple projects simultaneously.
Preferred Qualifications – Experience, Education, Knowledge & Skills
- A Master’s degree in Accounting, Finance, Business Administration, or a related field.
- Proficiency in MSU software, such as Banner, SmartBuy, ChromeRiver, and Argos.
- Understanding of audit standards, internal controls, and compliance with university, state, and federal financial regulations.
- Experience in managing complex budgets and financial reporting for large organizations or multiple departments.
The Successful Candidate Will
- Financial expertise
- Strategic thinker
- Attention to detail
- Strong communication and organization skills
- Adaptable and flexible
- Technical proficiency
- Compliance and integrity
- Solution-oriented attitude
- Knowledge of MSU policies
Position Special Requirements/Additional Information
A flexible working arrangement may be arranged for the successful candidate.
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.
Physical Demands
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
This position has supervisory duties?
No
Posting Detail Information
Number of Vacancies
1
Desired Start Date
Upon completion of a successful search.
Position End Date (if temporary)
Open Date
Close Date
Applications will be:
Screening of applications will begin on April 14, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.
Special Instructions
EEO Statement
Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
