POSITION IDENTIFICATION
TITLE Administrative and Financial Coordinator - Office of Research Administration
CLASSIFICATION NUMBER 1290
GRADE 42
CLASSIFICATION Nonexempt
IMMEDIATE SUPERVISOR: Director, Office of Research Administration
GENERAL FUNCTION
The Administrative and Financial Coordinator – Office of Research Administration supports
the Director, Office of Research Administration (ORA) with operational and administrative
details and performs diverse and responsible administrative assistant functions that
require contact with senior administrators, executives, directors, department heads,
and other officials and a thorough knowledge of University policies, procedures, and
operations. The Administrative and Financial Coordinator maintains financial records
and accounts within the department and manages the ORA’s grant-funded project workflow
from proposal through award initiation..
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school diploma or the equivalent is required. A bachelor’s degree is preferred. At least two years of progressively responsible bookkeeping, purchasing, and/or accounting experience is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: Specialized training and experience maintaining, monitoring, and reconciling financial records and accounts is preferred. Additional years of education beyond high school in accounting or a related field may be substituted for all or part of the experience requirement.
Skills: Effective verbal and written communication skills are required; effective interpersonal and organizational skills are required. The ability to maintain department financial records and accounts and prepare complex financial reports is required. Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Occasionally required to lift and carry materials and equipment weighing up to 25 pounds.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Assists Director, ORA with department administrative duties, and manages proposal and award workflow.2. Reviews final proposal and completed award packages to ensure all regulatory requirements are identified and communicated to the Director of Research Compliance and ensures all administrative requirements have been met.
3. Enters proposal and award information accurately into University systems and databases and communicates award notification to Grants and Contract Accounting.
4. Assists Director, ORA with Building Coordinator duties and acts as a liaison to Administrative Services for facility, custodial, telecom, parking, and public safety needs. Serves as the main point of contact, submits work orders, ensures timely responses, and reconciles monthly work order reports.
5. Provides administrative support services for the department and assists team members as needed – providing receptionist services, maintaining databases, providing reports, etc.
6. Maintains up-to-date departmental records of budget and financial transactions. Responsible for monthly or quarterly financial reports, and all monthly budget summaries reports. Responsible for overseeing all ORA budgets and grants, expenses, payments, and detailed accounting records.
7. Serves as the primary purchaser of goods and services for the department. Responsible for P-Card reports and following University policies and procedures. Prepares and submits travel expense reimbursement reports for department.
8. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
9. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
10. Contributes to the overall success of the Division of Community and Global Partnerships by performing all other duties as assigned.
SUPERVISION: The Administrative and Financial Coordinator – Office of Research Administration
is supervised by the Director, Office of Research Administration and may select, schedule,
assign and supervise the work of full-time employees, student workers, part-time employees,
or graduate assistants.
OFFICE OF HUMAN RESOURCES
JUNE 2023
