Position Details

Position Information

Department VP for Research (RIP)

Classification Title Fiscal Coordinator 1

Job Title Fiscal Coordinator I (Financial Operations and Forecasting Analyst)

Appointment Type Classified Staff

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option? Yes

Employment Category Regular

Job Summary

This recruitment will be used to fill one to three full-time Fiscal Coordinator I positions for Research Support Services within the Division of Research and Innovation at Oregon State University ( OSU ).

The Research Support Services ( RSS ) resides within the Division of Research and Innovation. Its mission is to offer comprehensive support to individuals in top-tier research at OSU , focusing on department or college levels. RSS provides support directly to researchers, serving as the primary administrative contact for investigators, OSRAA , the research teams, and Financial Strategic Services ( FSS ) teams and directly support the research goals of Oregon State University’s strategic plan:Prosperity Widely Shared (https://leadership.oregonstate.edu/provost/strategic-plan) .

The Fiscal Coordinator I reports to an RSS Director within the Division of Research and Innovation ( DRI ). This position will collaborate with personnel across all teams in the DRI . Under the supervision of the Director, Fiscal Coordinator 1 will provide general, highly meticulous fiscal support to the Research Support Services ( RSS ) units under DRI . The position provides focused analytical support to the RSS Leadership Team and to department heads/directors/unit leaders and researchers by working with large amounts of data and multiple complex system processes.

This position interacts with personnel in Research Support Services, Office for Sponsored Research and Award Administration ( OSRAA ), other Division of Research and Innovation units, as well as other campus personnel involved in research administration. This position will collaborate with Controller’s Unit, College/Center/Department leadership, and principal investigators to ensure timely, compliant, and accurate information specific to sponsored research. Position will collaborate with researchers, university administration and external agency officials within complex institutional settings. The position may provide focused analytical support to RSS Leadership by working with large amounts of data and multiple complex system processes. In addition, the incumbent is expected to provide excellent customer service and assistance to OSU’s faculty with a positive, partnership focused approach to relationship building both inside and outside of OSU . Fiscal Coordinator 1 will participate in process improvement work groups. This may include providing input and assistance in streamlining processes of financial records/reporting for RSS units as well as collaborating with other units on campus.

Under the supervision of the Director, Fiscal Coordinator 1 will be responsible for overseeing the administration of sponsored awards (post award), and financial reporting and analysis for Research Support Services. These duties will include fiscal management of sponsored projects, reconciling accounts, financial report preparation, working with principal investigators and leaders in reviewing accounts and planning future projections, processing award adjustments, final cost auditing and closing. This position is expected to review award guidelines and specific award terms and provide financial information to Office of Sponsored Research Award Administration ( OSRAA ) and occasionally to grant agencies in a variety of formats, as required by sponsors. This position will also provide financial reporting, analysis, and strategic planning for Research Support Services units, which will include working with large amount of data and multiple complex system processes.

Fiscal Coordinator 1 position is the first level of a two-level classification series.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

•Top 1.4% university in the world

•More research funding than all public universities in Oregon combined

•1 of 3 land, sea, space and sun grant universities in the U.S.

•2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

•7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone

•100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

•35k+ students including more than 2.3k international students and 10k students of color

•217k+ alumni worldwide

•For more interesting facts about OSU visit:https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including:

•Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

•Free confidential mental health and emotional support services, and counseling resources.

•Retirement savings paid by the university.

•A generous paid leave package, including holidays, vacation and sick leave.

•Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

•Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

•Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

50% — Financial Analysis and Reporting

• May assist in the preparation of sponsored research proposal budgets and budget justifications.

• Provides quarterly budget analysis and explanation of variances as requested by the Director.

• Monitors, reconciles, and recommend solutions for research project expenditures to ensure transactions and adjustments are accurate, and reports on significant deviations. Use Excel, Benny Buy, Concur, OnBase, Banner, Tableau, Grant Reporting System, Jaspersoft, and CORE .

• Prepares financial analysis, financial projections, and reports as requested by the RSS Director and unit leaders. Prepares standard and nonstandard financial analyses/reports and reviews for accuracy and completeness in conjunction with university, state, and federal accounting and auditing standards.

• Conducts/coordinates special ad-hoc reports requested by DRI and RSS leadership, financial, and accounting-based projects and other duties as assigned by the Directors and unit leaders.

• Provides support to RSS units with coordinating post award budget/financial activities as needed. Responsibilities include technical and administrative financial support for grant/contract and funds administered by the RSS .

• Post Award Accounting: Oversight, Analysis & Reporting – Provide accounting oversight for sponsored projects, with a specific focus on complex financial issues that may arise during the award period or closeout. Ensure award compliance with performance period, budget, billing procedures, cost allowance, and other terms and conditions, including cost share and program income reporting requirements. Monitor and track that revenue and expense transactions are correctly and appropriately posted. Daily review and approval of purchase orders, journal vouchers and labor re-distributions. Could be responsible for preparation of journal entries and labor distributions. Review, analyze, and resolve outstanding reporting and transactional issues. Utilize various system reports and tools to prepare quarterly, annually, closing, and other required reports. Apply advanced accounting theory, with layers of compliance and policy regulation, and sponsored project terms and conditions to project monitoring and reporting. Analyze financial activity for adherence to award terms and conditions, Generally Accepted Accounting Principles ( GAAP ), budgetary compliance, and performance period. Communicate guidance and recommendations to principal investigators to prevent out of balance or compliance situations in project budgets and/or accounting.

40% – Research Support Services Operational Support

• Will support Payroll Activity Reports ( PAR ) Coordination for Research Support Services by reviewing PAR forms for accuracy, distribute PAR forms to principal investigators for review and signature, collect PAR forms, work with assigned unit accounting support in reviewing corrections, initiate needed labor distributions, route for signatures, file PAR forms and labor distributions in online document support system OnBase. May assist in responding to PAR audits.

• Will support processing purchase orders, personnel services contracts requests via eProcurement System, Prepare labor distribution forms and routes for approvals, journal entries for Research Support Services. Works with the Controller’s Unit to ensure invoices, journal entry vouchers, and labor distributions are completed in a timely manner and ensures accuracy of indexes and funds used. Enter journal vouchers in Banner for approval as needed.

• Creates and maintains standard operational procedures for the RSS and RSS units’ budget and reporting processes and specific Post award processes.

• Anticipate and communicate developing problems and recommend timely solutions that offer minimum disruption to project progress. Will work closely with others to facilitate timely financial reporting, meet deadline-driven deliverables, resolution of sensitive or complex policy and administrative issues, and project closeout.

• Collaborates with the Controller’s Unit on the submission of all accounting/finance transaction processing.

• Maintains standard office operating procedures and recommends improvement changes when necessary.

5% – Financial Reporting and Major Fiscal Deadlines:

• Maintains knowledge of financial policies, generally accepted accounting and financial principles, fund accounting requirements and other regulatory requirements required to accurately perform assigned duties relating to DRI and RSS efforts.

• Sponsor project closeouts – Ensure timely and compliant administrative closeout of sponsored projects – meeting all administrative, fiscal and compliance requirements according to applicable policy, guidance, and the terms of the award. Review and interpret contract language and sponsor regulations for specific terms and conditions related to project closeout. Analyze administrative, budget, and financial compliance to ensure the overall conformity to award terms. Communicate and advise principal investigators, and OSU stakeholders of the closeout requirements, deliverable deadlines, and any other information necessary to ensure the appropriate closeout of projects. Complete financial adjustments to balance projects in Banner FIS . Engage with principal investigators to ensure that all final reporting and project deliverables are satisfied.

5% – OTHER DUTIES AS ASSIGNED

What We Require

A Bachelor’s degree with 24 quarter (16 semester) hours of accounting courses and two years of accounting experience; OR a CPA or PA certificate and two years of accounting experience; OR 24 quarter (16 semester) or 240 clock hours of accounting courses and three years of accounting experience*.

*Accounting experience must include at least 6 of the following: documenting and resolving problems within an accounting system; classifying revenues and expenditures to funds and accounts; ensuring accounting system conforms with applicable controls; reconciling accounts to general or control ledgers; preparing journal vouchers; applying accounting principles to one or more functional areas; i.e., AR, AP, etc.,: tracing errors through accounting system; processing data using a computer; communicating technical material orally and in writing; applying computer report information; knowledge of governmental and fund accounting; applying PC spreadsheet, database, and word processing software.

All courses must be from accredited colleges, universities, or private vocational schools.

Transcripts must be submitted for all required and/or related courses.

What You Will Need

• Experience working with large and/or complex financial accounting systems.

• Knowledge and expertise in interpreting federal or other regulations, applying regulations to sponsored or other programs, and conveying the information verbally and in writing

• Strong time management and organizational skills, including the ability to prioritize and work under firm deadlines when dealing with conflicting and/or multiple priorities in a fast-paced environment.

• Ability to identify areas of fiscal risk or vulnerability and strategize potential solutions.

• Demonstrated ability to communicate effectively, both verbally and in writing to audiences with diverse backgrounds and different communication styles.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• 3 years of related experience and/or training.

• Familiarity with Banner Grants module.

• Previous grants administration experience.

• Experience of problem-solving within a complex sponsor, state, or federal regulatory environment

Working Conditions / Work Schedule

This position, with supervisor and/or director approval, is open to hybrid (on-site and remote work) or fully remote work option.

Pay Method Salary

Pay Period 1st through the last day of the month

Pay Date Last working day of the month

Min Salary $4461

Max Salary $6829

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/162994

Posting Detail Information

Posting Number P05098CT

Number of Vacancies 1-3

Anticipated Appointment Begin Date 02/17/2025

Anticipated Appointment End Date

Posting Date 12/23/2024

Full Consideration Date 01/13/2025

Closing Date 02/03/2025

Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

To ensure full consideration, applications must be received by January 13, 2025.Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.Your profile MUST clearly show how you meet the minimum/required qualifications for the position.Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

All courses must be from accredited colleges, universities, or private vocational schools. The online application system will allow you to attach your transcripts if the PDF file is 9MB or less. Transcripts must be received by the closing date. If you have trouble uploading your transcripts, reach out to the contact listed.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:Konnie Handschuch, konnie.handschuch@oregonstate.edu

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team atemployee.relations@oregonstate.edu.

Supplemental Questions

Read More at: https://jobs.oregonstate.edu/postings/163212

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.