Summary of the position:|
The Fiscal and Projects Coordinator provides administrative and project assistance for the UMass Donahue Institute Civic Initiative Unit. This position requires the preparation of grant budgets; the development and amending of project contracts; processing of invoices and billing; expense tracking and allocation; preparation of travel reimbursements; use of the UMass PeopleSoft System; preparation of financial reports for clients; preparation of management reports for complex grants; and personnel support. Personnel support includes the processing of required hiring documents, coordination with UMass student offices, and proper allocation of personnel expenses. Special projects may be assigned involving a range of activities including audits and assistance in summer program management; travel arrangements; and logistical support.
Examples of duties performed in this position:
The listing of functions include, but are not limited to:
- Work with Excel, PeopleSoft, Word, Filemaker Pro and other University based software.
- Work with the Director of Administration and Finance and Civic Initiative Unit Director to maintain Unit and project budgets, including proper accounting of expenditures and timely invoicing.
- Generate consultant contract documents based on the Scope of Service provided for project services.
- Generate additional compensation documents for program speakers.
- Communicate effectively and professionally with all internal and external clients, vendors, and staff.
- Prepare travel authorizations and reimbursement requests for travel and miscellaneous expenses.
- Troubleshoot all calls from vendors/consultants/trainers regarding payment, while at the same time maintaining a positive working relationship.
- Provide overall administrative support to Director of Civic Initiative.
- Manage and order supplies for office-related purchases and Summer Program use.
- Reconcile and complete reports for staff Procard accounts.
- Arrange and manage details of off-site program events.
Bachelor's Degree. Two to three years of administrative experience with state or federal grants. Strong organizational, analytical and communication skills; attention to detail and a high level of accuracy; time management and prioritization skills; ability to balance multiple priorities in a fast-paced environment. Microsoft Office skills including experience with Excel, Word, and PowerPoint.
Preferences: Master's Degree and international grant reporting experience. Experience in fiscal management including project monitoring; experience with automated accounting systems. Work hours vary depending on the time of year, with intensive program management during summer months (May through August). Additional heavy fiscal reporting requirements September through November. Knowledge of PeopleSoft and University accounting procedures.
Starting salary for this position will be commensurate with candidate's experience. No relocation assistance available.
The University of Massachusetts is an equal opportunity employer
University of Massachusetts - 20 months ago