Grant and Contracts Coordinator II Resume Example

DETAILED RESPONSIBILITIES

• Provide executive area level finance, bookkeeping and administrative duties within the Computer Vision Laboratory. Includes compiling administrative reports; budgeting and record keeping; processing and reconciling financial transactions; travel reimbursements; hire student and professional personnel; meeting scheduling and coordination.

Essential Functions

• High-level of discretion and professionalism, tact, confidentiality, and sound judgment at all times.
• Liaison between faculty and staff from on campus departments within the University. Respond to inquiries regarding budgets and purchasing activities.
• Monitors budgets and monthly reconciliation of accounting reports for all sponsored and non-sponsored accounts, and gift accounts.
• Provide general assistance to staff within the Computer Science Department on financial and purchasing activities.
• Serve as backup bookkeeper for other laboratories within the Computer Science Department as needed.
• Serve as the Procard Manager, Department Travel Card Coordinator, and Certified Travel Preparer.
• Act as liaison between Personnel, Human Resources, including Timekeeper Role. Provide information to professional and classified staff regarding payroll/timekeeping policies as needed.
• Process Graduate and undergraduate student hires using HR Direct.
• Coordinate meetings and events, including catering and space reservation as needed.
• Coordinate travel and other reimbursements for guest speakers and presenters. Process appropriate information to ensure timely payment and/or reimbursement.
• Interacts and negotiates with campus departments and off campus vendors to acquire needed goods and services. Maintains relationships with collateral service providers on and off campus (e.g. catering Services, Events Office, and conference sites).
• Other duties/special projects as assigned. Performs related duties as assigned or required to meet Department, Executive Area/ Division and University goals and objectives.

DETAIL RESPONSIBILITIES

• Provide administrative and organizational support within the Computer Vision Labatory. Create and maintain office management systems for department operations. Monitor and carry out activities to ensure communication and organization. Prepare major reports and assist with faculty personnel actions and searches. Assist faculty, students, staff, and visitors with departmental questions and tasks.

Essential Functions

• Create, update, maintain systems and databases for continuous organization of administrative records using a range of computer, online, and paper systems. Help promote intra-office and inter-office communications by assessing and providing relevant information to the department, and disseminating news and information to faculty, staff and students.
• Serve as liaison to central office for department personnel & visitors, determining needs, and answering and/or routing inquiries to appropriate sources.
• Research and prepare data for major reports and projects, using internet, databases, locating/collecting documents from multiple sources inside and outside of department; formatting and assembling of materials; assisting with presentations, creating PDFs and other related electronic materials.
• Prepare forms, letters, memos, checklists, etc. for assembly and distribution. Maintain CVs and other faculty related documents, such as Annual Faculty Reviews, consulting agreements, and any related support for major faculty personnel actions.
• Perform central office tasks such as mail distribution, assisting with express mail and delivery logs, faxes, etc. to ensure communication is maintained and information is distributed in a timely manner.
• Meet, greet and direct department personnel & visitors, determine needs, answer and/or route inquiries to appropriate sources. Troubleshoot computer/fax/copier/printer issues.

PURCHASING:

• Understand and interpret University accounting and procurement procedures and requirements (including University and MHEC contracts).
• Using the University purchasing system (PS), prepare purchase orders.
• Prepare contracts for services, including sole source justification where needed, obtain signatures, process and track invoices.
• Process accounts payable including invoice and voucher processing, order and payments, follow-up, problem resolution and return processing with vendors.
• ProCard Records Manager for self: assist in reallocating expenses, reconcile statements and understand requirements, restrictions and procedures associated with the card.
• Reimburse faculty and students for University related purchases; prepare disbursement vouchers and business expense forms.
• Research prices, encumber funds for and order equipment, supplies and services.
• Extensive contact with vendors and contractors, Procurement and the Controller's Office.

TRAVEL :

• Inform new faculty of policies for the University, OGCA, grants, proposal preparation, travel, and reimbursements.
• Arrange travel, including flight, hotel, transportation and registration for graduate students and visitors to workshops and conferences.
• Organize conferences on and off site: process registration payments, coordinate with local and off site hotels for hotel room blocks, rooms for meetings, equipment for meetings, and food on site for meetings and off site at restaurants, as required.
• Research and prepare contracts and purchase orders with hotels and restaurants for their services.
• Prepare post conference paperwork: W9s, payments to vendors, speakers, attendees, and participants.
• Plan, schedule and prepare for on-site meetings and workshops with federal and industry sponsors.
• Serve as Certified Travel Preparer.
• Assist faculty and students in foreign travel online authorization system

Other Functions

Perform other duties as assigned.