FUND MANAGEMENT (45%)
Monitor appropriations and expenditures on all Departmental grants, contracts, and income accounts.
Prepare monthly financial statements on all Departmental grants, contracts, and awards.? Distribute to principal investigators, administrator, and Department.
Analyze and reconcile all monthly financial transactions with University general ledgers and open commitment ledgers on a monthly basis.
Resolve all discrepancies between internal ledgers and University ledgers and work closely with EFM and Sponsored Research as necessary.
Prepare and/or supervise NPEAR forms to move expenditures to appropriate funds as necessary.
Manage fellowship awards, including preparation of Form 10's and on X-Train system.
Review all personnel expenditures for funding and accuracy.? Coordinate retroactive payroll and vacation transfer adjustments with Personnel Specialist.
Review stipends and fee payments generated through Graduate Division for accuracy and compliance with agency and University guidelines.
Supervise processing of gifts, pledges, and income account payments and monitor accordingly. Advise faculty of status of funds.
Prepare monthly overdraft reports and confer with Department administrators to eliminate overdrafts.
Meet on monthly basis with all Principal Investigators and Dept. Administrators to review financial reports.
Monitor faculty academic enrichment accounts to ensure compliance with departmental and School policies and procedures.
Prepare travel vouchers, following established department and University policies and procedures on travel.? Prepare mileage reimbursement requests.
Assist in developing systems to streamline accounting process and ensure fiscal accountability.
Prepare all transfers of funds (TOF) actions online.
Maintain faculty and staff salary profiles for all funds & PI's managed.
Assist in preparation of annual Dept. budget to include salaries, supplies, grants, and related income.
CONTRACT AND? GRANT MANAGEMENT (40%)
Coordinate submission of grants, awards, and contracts with Principal Investigators.
Prepare budget for all grants, awards, and contracts with input from Principal Investigators.
Ensure budget and requests within agency guidelines.
Ensure timely receipt of funding and prepare RAS forms as necessary.
Coordinate receipt of funding and award notices with OCGA and EFM.
Resolve complex funding issues relating to awards with Department, OCGA, EFM, and award agency as necessary.
Complete necessary re-budgeting requests to agencies as required.
Prepare Human Subject Protection Committee (HSPC) forms to accompany grant submissions and prepare renewal forms, coordinating with Principal Investigators.
Prepare Animal Subject Forms to accompany grant submissions as required and prepare renewal forms, coordinating with Principal Investigators.
Close-out all grants, ensuring that all expenditures are accounted for, all necessary transfer forms have been prepared, and that grant expenditures have been expended within agency and University guidelines.
Maintain database regarding proposals submitted, current, pending, and expired.
Serve as grants resource manager for questions from division faculty and assist with training support staff in fund management as necessary.
Draft correspondence for submission to funding agencies related to submission, change in terms of conditions of awards, rebudgeting, no-cost time extensions, prior approval to spend funds, etc.
Prepare ad hoc reports requested by Dept. administrators, Chair, and/or Department on award issues.
PURCHASING MANAGEMENT (10%)
Review BruinBuy system orders placed by purchasing assistant to verify fund accuracy and allowability of expenses.
Place BruinBuy orders as back-up preparer as necessary.
Coordinate with Purchasing Department special orders as necessary.
Supervise/prepare LVO’s, purchase orders, phone recharges, and check requests for payment. Verify funding and ensure payment is allowable under University policies and procedures.
Serve as Division resource manager for questions regarding allowable expenditures.
Review PAN's/audit log and queue regularly to ensure that invoices are paid in a timely manner by Accounts Payable.
Interpret department and University purchasing policies and procedures for Principal Investigators and others.
Collect financial, personnel and programmatic information for reports and requests for data.
EVENT COORDINATOR (5%)
Coordinate/Organize research meetings, seminars, symposia, and regularly scheduled departmental ?events.
Locate venues and determine menu set-up and order food for events.
Coordinate flight and hotel arrangements as required/necessary.
Gather information for honoraria payments as required/necessary.
Create invitation lists, invitations, and flyers.
Distribute announcements by email and/or flyers.
Staff and troubleshoot events to ensure positive outcome.