What are the responsibilities and job description for the POST-AWARD SPONSORED PROGRAMS, GRANTS & CONTRACTS ACCOUNTANT II (INST) position at University of Wisconsin - Milwaukee?

POST-AWARD SPONSORED PROGRAMS, GRANTS & CONTRACTS ACCOUNTANT II (INST)

Position Number :

Introduction (Description of School / College / Dept / Program)

The University of Wisconsin-Milwaukee ( UWM ) earned the highest rating â?? R1 â?? for a research institution from the Carnegie Classification of Institutions of Higher Education, the gold standard for assessment. The rating was given to only 115 of the 4,665 universities evaluated in 2016. The Office of Research facilitates the creation of new knowledge and the development of innovative solutions by supporting research across the sciences, arts, and humanities that enhances the mission of the University of Wisconsin-Milwaukee, and spurs economic growth.

The Office of Research, and its staff, are responsible for central research administration, oversight of research policy and compliance, and internal research development programs. The Office is part of Academic Affairs, and includes the Office of Sponsored Programs, the Office of Undergraduate Research, as well as several research centers.

Job Summary

Summary :

Provides management and oversight of sponsored program financial administration. Prepares and submits complex reconciliations, reports, and invoices. Collaborates with campus representatives to monitor, analyze, and reconcile financial data for sponsored programs. Interacts directly with project sponsors related to financial reporting, invoicing, payments, and audits on behalf of the University to ensure compliance. Oversees aspects of campus-wide post award initiatives as a subject matter expert and delivers training to others. Leads team in managerâ??s absence.

Supplemental :

The duties and responsibilities allocated to this position are those involved in the financial administration and accounting of the extramural grants, and contracts, awarded to the University by Federal, Corporate, State, Municipal, Foreign, and philanthropic sources. The incumbent will be responsible for extramural support accounting duties, including grant and contract financial report preparation and grant and contract fiscal administration. Coordinate the Universityâ??s extramural support operations. Interpret and analyze financial data. Adhere to policies and procedures that document extramural support financial system operations. Establish and maintain financial accounts, journals, ledgers, and other records within an automated and / or manual financial system. Produce various and specialized accounting reports. Allocate revenues and expenses among funds. Establish internal control mechanisms. Advise University management (i.e. Faculty, Deanâ??s Offices, Business Managers, and their staffs) on extramural support policies and procedures. Prepare extramural support training materials and documentation. Verify automated financial system integrity. Determine compliance with accounting standards. Determine cost allocation and methodologies. Decide which of several policies, regulations, or procedures apply to a situation. Perform agency internal and external reconciliation. Establish and maintain records and reports according to Generally Accepted Accounting Principles ( GAAP ). Develop and maintain grantor agency relationships. Advise University management on extramural

accounting operations.

SPGC Fiscal Monitoring :

Audits and approves financial transactions such as sub-award invoices, PI transfers, refunds, payments, cost transfers and fiscal closeout of awards and projects.

Prepare Grant and Contract Financial Reports, Invoices, and Statements.
Interpret and analyze University accounting data.
Analyze expenditures for compliance to approved budget, funding sourceâ??s policies and guidelines.
Consult with funding source management as necessary to resolve problems with financial reporting and invoicing policies and guidelines.
Coordinate preparation of correcting and adjusting entries by University Deanâ??s Office staff and Business Managers.
Review and approve appropriate entries.
Reconcile campus departmentsâ?? accounting information to official UW accounting control information and the approved budget.
Verify automated cost allocations (e.g. indirect costs and fringe benefits) for compliance to funding sourceâ??s policies and correctness of computation.

Create financial reports, invoices, and statements.

Develop formats for financial reports, invoices, statements and supporting schedules for funding sources without required formats for categorizing expenses and revenues. (Formats must meet funding sourceâ??s policies and guidelines as well as Generally Accepted Accounting Principles.)

Create financial reports, invoices, statements and supporting schedules in appropriate format (as provided by funding source or self-developed) annually.

Compose correspondence related to the submission of financial reports, invoices, and statements.

Coordinate submission of financial reports, invoices, and statements.

Obtain all necessary signatures from University faculty and administrators certifying accuracy of financial reports, invoices, and statements.

Obtain, as needed, all non-financial information (e.g. progress or technical reports, publications) from University management for submission with financial material.

Assure all materials, including refund checks (if any) are submitted to the funding source.

Grants and Contracts Fiscal Management

Analyzes, interprets, and processes complex extramural award actions to ensure financial requirements per federal, state, university, and sponsor regulations are followed on behalf of the

institution.

Establish and maintain procedures and systems for fiscal management of grants and contracts.

Analyze and interpret approved budgets, award documents and contracts from funding agencies for all fiscal requirements.

Notify University management of specific grant / contract financial restrictions and conditions through written and oral correspondence.

Maintain policies and procedures for University management to ensure compliance with all fiscal requirements of funding source.

Establish and maintain an on-line or manual financial system which documents accounts requiring future reporting and / or invoicing in chronological order as well as the types of required reports and invoices.

Establish, maintain, and reconcile supplemental grant / contract records to ensure compliance with specific grant provision or restrictions (which may include cost sharing, fixed assets, budgetary restrictions, etc.)

Develop and maintain a working knowledge of current enterprise resource planning ( ERP ) Grant module computer applications and PC based applications.

Create and administer subaccounts under large interdisciplinary block grants, (required as a result of mini grants being awarded to other University Departments) including establishing and maintaining financial accounts, ledgers, and other records within an automated and / or manual financial system.

Initiate, review, and record online and manual closing entries into the University accounting system.

Review Regentsâ?? Notices to assure accuracy and compatibility.

Grants and Contracts Fiscal Operations Administration

Leads and executes the development, organization, preparation, and updating of complex financial data, journals, accounts, ledgers, reconciliations, reports, and invoices for various financial needs

within the ERP financial system for sponsored programs. Maintains Sponsored Programs automated financial systems, and develops, and documents controls to ensure system reliability and data integrity. Leads or assists with the implementation of campus-wide financial administration initiatives, process improvements, programs, policies, and procedures to ensure compliance with applicable sponsored programs rules and regulations.

Review daily accounting data approved by University Schools and Colleges (e.g. payment transfer requests and salary transfer requests) to assure compliance with University, state, and funding source regulations.

Evaluate the need for and initiate adjustments to the appropriate on-line data base to reflect administrative or processing changes (e.g. indirect cost and budget adjustments, spending control edits, termination dates, change in Principal Investigator, ledger generation, and distribution, etc.)

Coordinate requests from University management for grant / contract modifications (e.g. rebudgeting, no-cost extensions).

Notify in written and oral correspondence University management of official changes to approved projectsâ?? terms and conditions.

Identify required matching or cost-sharing dollars.

Coordinate actions to respond to daily error report generated by the PeopleSoft Grants module.

Grants and Contracts Extramural Support

Serves as subject matter expert to leadership, staff, and institutional stakeholders regarding sponsored programs accounting and financial operations, policies, and procedures.

Provide guidance in extramural support to University management.

Train, instruct and guide University management through written and oral communications, in interpreting extramural support policies and procedures of the University, Federal, State, and various funding sources.

Guide University management through written and oral communications, in interpreting extramural accounting information presented in WISER , the reporting tool of the financial system.

Develop and maintain a working knowledge of funding sourcesâ?? policies and procedures : contact with funding agenciesâ?? management and staff is required.

Develop and maintain a working knowledge of University operations (e.g. Accounting, Purchasing, Property Control, Foundation, etc.) and the interrelationships between these operations and extramural support operations.

Maintain a working knowledge of 2 CFR 200 (Uniform Guidance), Federal Acquisition Regulations ( FAR ), Cost Accounting Standards ( CAS ), and Generally Accepted Accounting Principles ( GAAP ).

Subcontracts Administration

Coordinate University managementâ??s efforts to process time extension supplements and subcontracts.

Administer the approval of payment of invoices for work performed by the subcontractor.

Grants and Contracts Revenue Administration

Coordinate deposits of extramural support revenue by University management and / or Research administration staff, including allocation to appropriate funds, accounts, and revenue codes.

Initiate and coordinate electronic fund transfers.

Verify revenue is received on a timely basis.

Reconcile receipts to accounting of federal funding source or their auditors.

Coordinate through written and oral correspondence the follow-up procedures for delinquent payments to ensure collection.

Determine if refund of any unspent funds is due to the funding agency and generate action to obtain refund check.

Special Projects

Assist in site visits by funding sources or discussions with federal and non-federal auditors concerning system and / or individual project audits.

Other duties and responsibilities as assigned.

Competencies :

Anyone selected for interview please be prepared to discuss core competencies related to experience and this position.

Organizational skills

Attention to detail

Customer service skills

Problem solving skills

Analytical Skills

Familiarity with and electronic workflow environment.

Minimum Qualifications

Bachelorâ??s degree in accounting, Finance, Business, or related field.

Two years of accounting experience may be substituted if bachelorâ??s degree is not in a related field.

Minimum of one year accounting experience

Preferred Qualifications

Evidence of possessing the understanding of generally accepted accounting principles

Working knowledge of â??Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards (2 CFR 200).â?

Broad understanding of complex State, UWSA , and UWM policies and procedures, rules and regulations that govern fiscal activities at the University

Evidence of experience with, or knowledge of online financial systems

Evidence of University of Wisconsin accounting system knowledge

Experience with budgets and budget monitoring

Evidence of strong customer service skills

Evidence of highly developed problem-solving abilities

Evidence of strong analytical skills

Application Instructions

This is a continuous recruitment with an initial review date of , January 29, 2025 . Candidates applying after the initial date of review may not be reviewed. For guaranteed consideration, please apply by Januray 29 , 2025 .

Interested applicants are required to apply online and provide :

A cover letter addressing your education / experience as it applies to all minimum and preferred qualifications

A resume

A document listing the names and contact information for three professional references

In instances where the Search and Screen Committee is unable to ascertain from a candidateâ??s application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.

Apply electronically at : https : / / jobs.uwm.edu / postings / 39604 by the application deadline date of January 29, 2025 Questions about this position should be directed to Coua Xiong at xiong2447@uwm.edu .

Application Notes

For this position, applicants are required to apply online. UWM will not consider paper, emailed or faxed applications. Additionally, applicants must complete all required fields and attach any required documents. The process is complete when the message â??Your application has been submittedâ? is displayed and you receive a confirmation number.

Legal Notices

AA / EO Statement

UWM is an AA / EO employer : All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity / expression, disability, or protected veteran status.

Reasonable Accommodations

UWM provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact uwm-jobs@uwm.edu or 414-229-4463. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWM is a State agency and subject to Wisconsinâ??s Open Records Law. UWM will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsinâ??s Open Records law. In certain circumstances, the identities of â??final candidatesâ? and / or the identity of the appointed applicant must be revealed upon request.

CBC and Reference Check Policy

Employment will require a criminal background check, and if you have prior work history within the last 7 years with Universities of Wisconsin, a personnel file review check for employee misconduct. It will also require your references to answer questions regarding employee misconduct, sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http : / / www.cleryact.uwm.edu / , or call UWMâ??s Dean of Students Office, Student Union 345 at (414) 229-4632 for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

To apply, please visit : https : / / jobs.uwm.edu / postings / 39594

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