Grant and Contract Administrator I, Harshbarger-Mines Business Center

Posting Number: req19984

Department: ENGR Business Services-HMBC

Location: Main Campus

Address: 1235 E. James E. Rogers Way, Tucson, AZ 85719 USA

Position Highlights

The Harshbarger-Mines Business Center, HMBC, at the University of Arizona is seeking dynamic, self-starters to fill the position of Grant and Contract Administrator I.This position supports the HMBC Grants & Contracts Team, a center that supports five academic departments, the School of Mining and Mineral Resources. This position is part of a team responsible for a portfolio of 129 faculty members, 1,280 undergraduate students, 335 graduate students, and active research projects whose FY24 expenditures exceeded $30M.

The mission of the Grants & Contracts Team is to streamline grant management and financial activities for the faculty, with some of the primary duties include digital account maintenance, providing account projections, and monitoring payroll and operational expenses. This position will provide guidance to faculty, staff, and students regarding UA financial policies and procedures to ensure compliance and efficiency.

The successful candidates will take initiative to work independently and collaboratively on a wide variety of duties, display an aptitude for problem solving, maintain effective attention to details, meet deadlines, and be able to prioritize competing demands.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

Digital Account Maintenance:

• Setup and monitor digital accounts for all grants.
• Maintain account-specific notes and internal spreadsheets.
• Verify proper award documents and budgets are saved.
• Assist with account template improvements.

Financial Account Balance & Projections:

• Respond to account balance inquiries.
• Complete in-depth analysis of posted expenses and ensure the expenses are allowed.
• Investigate open encumbrances and available balances and manually track pending charges (not yet inputted in the system).
• Communicate hiring/purchasing options to faculty based on expense forecasts.

Financial System Monitoring:

• Update and maintain Position Distributions, complete Salary Transfers, and process External Awards and Financial Aide requests.
• Input Capital Requisitions and complete General Expense Corrections.
• Review Transaction Detail reports and communicate concerns or updates to faculty regarding specific expenses.

Financial Compliance and Training:

• Assist with internal trainings, team workshops, and streamlining reporting mechanisms and templates to aid in Financial reporting (HMBC/Sponsored Projects) and Technical/Progress reporting.
• Provide policy and procedural information to faculty regarding any applicable university, state, local government, or federal partner.

Financial Reporting:

• Review auto-generated reports with faculty on monthly and/or quarterly basis.
• Assist with financial reports that are due to internal or external partners.
• Provide manually-created reports which fall outside the UA Analytics tools currently in place.

Knowledge, Skills, and Abilities

• Knowledge of accounting and industry principles, practices, principles and procedures.
• Skill in preparing detailed reports on a timely basis.
• In depth knowledge of and the ability to develop standard operating procedures, compliance forms, and tracking documents.
• Proficient in Microsoft Suite (Word, Excel, and Outlook).
• Ability to maintain sensitivity with confidential information.
• Possess excellent written and verbal communication skills.

Minimum Qualifications

• Bachelor’s degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience is required.

Preferred Qualifications

• Experience in higher education or government accounting and budgeting experience, including various fund types (recurring operating funds, gifts, grants and indirect cost revenue, auxiliary funds, etc).
• Experience with UA policies and procedures, and with UAccess Financials, Research, Employee, Analytics, and Student.
• Experience working with procurement procedures, including direct experience with federal, state, and University.
• Experience with budgeting and sponsored research accounting.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Research

Benefits Eligible: Yes – Full Benefits

Rate of Pay: $53,039 – $66,299

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade

7

Compensation Guidance

The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Grade Range Minimum

$53039

Grade Range Midpoint

$66299

Grade Range Maximum

$79558

Career Stream and Level

PC1

Job Family

Grant & Contract Admin

Job Function

Research

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 2

Contact Information for Candidates

Valerie Koellisch

vkoellisch@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University’s campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.

The University of Arizona is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply.