Job Details

Finance Professional (General and Sponsored Projects)
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Position Number: 6037250
Location: Boulder, CO
Position Type: Business - Finance

Finance Professional (General and Sponsored Projects)

Requisition Number: 62392
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date:
Date Posted:

Job Summary

The Department of Mechanical Engineering welcomes applications for a Financial Professional! This role is an integral part of the Mechanical Engineering Department within the College of Engineering and Applied Science (CEAS) at CU Boulder. The position provides finance administration for the department and the Center for Membrane Applied Science and Technology (MAST Center). Reporting to the Finance Manger, this position is primarily responsible for providing fiscal management and faculty support including contract and grant management, accounting and finance, procurement, and travel and expense reimbursements. This position also supports the MAST Industrial Advisory Board meeting. In addition, this position will provide supplemental support for the department. The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The Paul M. Rady Department of Mechanical Engineering is pioneering scientific breakthroughs, launching innovative technologies and educating creative engineers that will solve today's societal challenges by improving human health, enabling security and promoting sustainability.

What Your Key Responsibilities Will Be

Contracts and Grant Management:

Performs project budget oversight including monitoring, tracking and/or reconciling transactions, projections, variances and payroll funding distributions; preparing and submitting budget revisions and funding updates; providing financial spreadsheets, summaries and reports; and meets regularly with the project Principal Investigator, and/or Finance Manager.
Provides proposal and award advisement including assisting with preparation of budgets and narratives for grant applications, resource and fund management; and offers procedural and regulatory advisement in alignment with sponsor, Federal, State, and university requirements to ensure compliance.
Performs post-award tasks including: purchasing goods and services; creating subcontract standing purchase orders; monitoring project end dates; requesting extensions and supplemental funding as needed; requesting additional speedtypes and allocating the appropriate budget; and aiding in the award closeout process. Manages spreadsheets to track reporting deadlines for financial management by reviewing award terms and conditions. Communicates all deadlines and award conditions with each PI and ensures all reporting deadlines are met.
Assesses and monitors all MAST Center master accounts to determine the base funding pool, and setting up the schedule of incoming funding from sponsors/university match/state agencies/federal agencies to determine center income.
Determines MAST Center financial obligations including director support, admin support, project support (for the entire lifespan of the project), and operational expenses to determine future projected total expense.
Forecasts how many additional MAST Center projects can be supported. Obtains scope of work and budget to set up the new projects.
Constructs the MAST Center subcontract budgets and budget justifications to ensure transfer of funds for MAST Center projects at other institutions.
Invoices sponsors and tracks funding to ensure it's allocated to the correct project.
Manages and maintains complete regulatory files, including approval and sponsor correspondence.
Leads sponsored project close out procedures; removes unallowable charges from projects; ensures projects have posted for close out; reviews closing projects 90, 60 and 30 days prior to project end date and to complete close out tasks recommended by University Controller's Office.
Reviews sponsored project charges are allowable, applicable, and allocable to the project based on the Code of Federal Regulations Uniform Guidance (UG) and University and Department policies and procedures.
Works cooperatively with Principal Investigator (PI) and departmental staff, as well as other campus departments and personnel, (such as Sponsored Projects Accounting (SPA), Office of Grants and Contracts (OCG), and Procurement Service Center (PSC)).
Participates in training in the area of business practices, university, and state regulations, and the use of data processing systems, as assigned.
Creates department tools and resources to assist faculty and staff to streamline project management.
Provides additional contract and grant management support to Mechanical Engineering and MAST faculty as needed.

Travel and Expense Reimbursement:

Prepares, reconciles and submits travel expense reimbursement reports, which involves gathering and ensuring appropriate receipts, and documentation are included, and ensuring expenses are allocated to appropriate accounts.
Coordinates event registrations and logistics, which could include booking airfare, hotel, transportation, etc. Reviews travel card, travel, and personal expense reimbursements ensuring expenses are allocated to appropriate accounts.
Collects travel authorization forms and submits them to the Finance Manager for approval prior to department personnel travel.
Obtains receipts and documentation, prepares and submits non-employee travel reports.
Provides information and the process to department personnel in order to apply for a travel card. Closes travel cards upon employee termination.
Provides travel and expense reimbursement support to the department and MAST center as needed.
Works with other finance professionals, the Expense Coordinator, and student assistants to ensure expense reports are accurately completed.

Accounting and Finance Administration:

Performs standard accounting functions to support budget, accounts payable, accounts receivable, procurement, and travel and expense reimbursement activities including preparation of journal entries; verification of accounting codes and fund assignments; month-end, quarter-end and year-end closes; reconciliations and audits; data collection, analysis and retention; reporting and records management.
Conducts research and provides resolution to complex accounting problems, including investigation and analysis of data to ensure accuracy and completeness and performs corrective actions.
Ensures fiscal operations in accordance with Federal, State, and university fiscal policies and procedures.
Influences the design of projections in such a way as to simulate an impact of different variables on the budget.
Monitors position data for department personnel (i.e. faculty, researchers, graduate students, and undergraduate students).
Processes payroll expense transfers and funding distribution changes.
Assists the Finance Manager and the finance team with fiscal year-end closing. Provides the finance team with the list of purchase orders that need to be reviewed for closeout or updated for the next fiscal year. Administers department journal entries for fiscal year-end.
Works directly with Principal Investigators (PIs) on internal and external sales activities. Helps with invoicing customers, collecting customer payments, and processing the sales activities revenue.
Collects appointment information for graduate students (academic year and summer) and faculty research summer salary for processing.
Leads the effort in identifying speedtypes for FedEx shipments and communicate with Accounting and Business Services in order to resolve billing issues.
Receives, completes, and logs cash deposit forms, obtains necessary information and takes the deposits to the cashier's office.
Manages internal invoices via Journal Entry (JE) of all non-Marketplace or PCARD/TCARD transactions including interdepartmental invoices (e.g. Xerox copies).
Provides accounting and finance support to department as needed.

Procurement:

Purchases goods and services including researching to ensure costs for goods and services are reasonable, appropriate, allocable and within compliance; coordinates the issuance of purchase orders and gathers all documentation needed for processing; processes payments using procurement card, purchase orders, or payment vouchers; and tracks and verifies delivery of goods and services.
Designates clear and concise business purposes for each expense; understands of the types of costs that are allowable on a sponsored project; verifies that adequate budget is available in the speedtypes being charged before completing a report; notifies the employee to review and submit.
Oversees Marketplace Shopper access for department personnel.
Monitors and processes Honorariums, Scope of Work (SOW), and Visa fees routed through the department.
Leads the effort of maintaining and updating the department property spreadsheet noting all high dollar equipment purchases by PI name, requisition number, PO number, amount, vendor and description. Ensures arrival dates and tag numbers are accurate; works with the Facilities Coordinator to update tagging and physical location of the equipment on the spreadsheet.
Monitors and reconciles procurement card expenses, assuring appropriate receipts and documentation are provided and participates in the preparation of reports.
Provides information and the process to department personnel in order to apply for a procurement card. Closes procurement cards upon employee termination.
Provides procurement support to department as needed.

Other Department Financial Duties:

Develops ways to improve the efficiency of data collected through systems and subsystems.
Assists the team in the creation, review and maintenance of department finance policy and procedures.
Attends meetings held by the Office of Contracts and Grants (OCG), the Campus Controller's Office (CCO), the Research Administrators Meeting (RAM), and other campus level meetings that provide details of accounting and finance changes.
Assists the finance team with ongoing accounting and finance training for new Finance Professionals on the team.
Works with the finance team and department Payroll and HR Coordinator to help with hiring, supervising, and onboarding of new finance team members and student assistants.
Supervises student assistant(s) by coaching, conducts training, and provides day-to-day management of professional development and feedback; approves bi-weekly timesheets and any disciplinary action as needed.
Participates in professional development activities and serves on unit, college or campus committee as applicable.
Serves as backup to team members.
Undertakes other duties and responsibilities, as assigned.
Stays apprised and current on relevant University and State of Colorado policies and procedures.

MAST Center Industrial Advisory Board Meeting:

Implements and administers the IAB meetings, including the coordination of research material presentation, business meeting issues and policy decisions.
Works with the Directors in determining the meeting dates, venue, audio-visual needs.
Sets-up web-based MAST Center research project evaluations.
Oversees the catering.
Determines the scheduling of research presentations, industrial mentor meetings with researchers and IAB representatives, laboratory tours, and sponsor presentations.
Monitors the online registration process and deposit all meeting fees to the appropriate speedtype.
Arranges the travel and lodging for incoming researchers/representatives/directors.
Creates and disseminates the printed and electronic materials for each particular component and session of the meeting.
Monitors the speaker sessions ensuring the meeting is running on time.

What You Should Know

Standard business hours, typically with two days worked on-campus weekly. This position may be eligible for a hybrid work modality, consistent with the College of Engineering and Applied Science Hybrid Work Policy.

What We Can Offer

The starting salary range for this position is $58,000 - $64,245 annually. Relocation assistance is available within department guidelines.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be effective. Be resourceful. Be Boulder.

What We Require

Bachelor's degree in accounting, finance, business or related field from an accredited university.
One year of experience in accounting, finance, business or related field.
Equivalent combination of education and experience may substitute.

What You Will Need

Demonstrated effectiveness in written and oral communications, collaboration and problem solving.
Demonstrated understanding and application of internal control principles.
High-level computer skill proficiency in Microsoft Office Suite (particularly Word and Excel) and databases.
Solid organizational skills and attention to detail. Ability to work independently as well as on a team.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that briefly describes how your background and experience align with this position.

We may ask for references at a later time. Please apply by March 12, 2025 for consideration. Note: Application materials will not be accepted via email. For consideration, applications must be submitted through CU Boulder Jobs.
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Finance-Professional-General-and-Sponsored-Projects/62392