| Accounting Associate
39236
Accounting Assistant
100% FTE
The Department of Mathematics is seeking an energetic, organized individual to join our team. The Accounting Assistant works under the supervision of the Financial Research Manager, providing financial and Administrative support for all Department’s sponsored research accounts. The Accounting Assistant will play a key role in guiding the faculty, students and visitors through Government and universities policies and ensuring that sponsored research projects are in compliance. Under the supervision of the Research Financial Manager, the Accounting Assistant will be responsible for several pre and post award administration tasks such as: submitting grants, closely monitoring sponsored project financial activity throughout project lifecycle ensuring compliance with University and sponsor policies and managing quarterly reconciliations. The Accounting Assistant will also perform journals, and reimbursements for faculty, visitors and students as needed. Duties and responsibilities include, but are not limited to:
Sponsored Project Administration:
Quarterly and Monthly reconciliations: Manage the reconciliation process with minimal supervision. Thoroughly review monthly expenditures from sponsored accounts to ensure that expenses are consistent with approved University, Government and sponsor guidelines. Alert Financial Research Manager of possible complications and make recommendations if needed. Supply Principal Investigators (PIs) with detailed expense information during quarterly certification, so they can determine if corrections are needed. Print, reconcile, copy and file: monthly and quarterly certification reports, and expense backup for sponsored accounts. Obtain PI signatures for quarterly certification within prescribed timelines. Update the projection templates as needed to include projected financial transactions, such as: salary expenditures, purchase orders, subaward invoices, Pcards, Tcards and reimbursements. Ensure that subaward invoices are submitted in a timely manner and that overhead is properly applied; coordinate with other institutions as required.
Proposal Preparation: Assist the Research Financial Manager in the proposal preparation and submission process. Independently prepare SU-42, cover page, budget, budget justification and current and pending support template. Coordinate subaward proposals, and ensure that all the necessary documentation is accurate and received in a timely manner. The Accounting Assistant will be responsible for assembling a complete proposal package, ensuring all guidelines and deadlines are met, and entering the proposal online for submission after it has been reviewed and approved by the Financial Manager and Principal Investigator (PI).
Closeout Operations: Support the Research Financial Manager when needed in the closeout process of awards by thoroughly reconciling the account to ensure that invoices and payments have been processed and that funds have been expended in accordance with internal and external policies. Prepare Government documentation as needed.
Prepare Research Assistant (RA) appointment letters and RA Completed Effort Certification Letters (to be signed by Principal Investigator): At the beginning of each quarter, the Accounting Assistant needs to ensure the timely issue and receipt of the RA appointment letters to students, (for the current quarter) and the RA completed effort certification letter to faculty (for previous quarter). The Accounting Assistant must verify the accuracy of the information with the faculty member and obtain the signatures from both: the students and faculty. These letters are vital for auditing purposes.
Financial Operations
General Financial Operations: Process all Sponsored Research funded reimbursements and other research related expenses for faculty, staff, visitors and students, and ensure that the reimbursements are processed in accordance with the University, government, sponsor (including the Fly America Act) regulations. The Accounting Assistant will serve as the primary resource on policy inquires for Travel and Reimbursement for the Math Department.
Perform journal transfers as directed by the Departmental or Financial Research Manager.
Other Financial Reporting
Financial Reporting: Organize, collect and provide data to the Research Financial Manager for reporting as needed.
Administrative Duties
General: The Accounting Assistant is responsible for the, copying, delivering and properly filing all of the pre-and-post award documentation, (i.e; NOAs, proposal and proposal budgets; sponsor, OSR and PIs communications; expenditure reports and backup documentation).
QUALIFICATIONS:
•Position requires previous Administrative experience (preferably 3-5 years), strong initiative, management of multiple tasks with minimal supervision, and the ability to be able to exercise mature judgment.
•Excellent time management and organization skills, ability to set priorities, handle multiple projects simultaneously in a fast-placed environment, and to coordinate many competing responsibilities under pressure and with frequent interruptions are required.
•Must be highly accurate, detail oriented, and must have the ability to communicate effectively both orally and in writing. Extremely high level of communications skills is necessary when working with faculty, students, visitors and interfacing with other university departments.
•General accounting knowledge is required. The successful candidate must be sufficiently skilled to analyze accounting transactions; to review and reconcile financial information through the use of various tools; and to diagnose and solve problems independently.
•Ability to exercise good judgment and discreetly handle confidential information is essential. The right candidate will be able to work independently as well as in a group setting. Professional attitude and appearance, flexibility, punctuality, dependability and strong Customer Service orientation are necessary.
•Ability to adapt quickly to specialized Computer applications. Experience and proficiency in a variety of software applications, including Word and Excel is required. Familiarity with Stanford systems such as: Oracle Financials, I-Procurement, Reportmart, E-submit, E-certification is required.
•Knowledge of Stanford pre-and –post-award research administration processes, Cardinal Curriculum Level 1 certification and experience working with OMB Circulars A-21, A-110 and A-133 is preferred.
•High energy level, enthusiasm, sense of humor and knowledge of Stanford University are pluses.
Stanford University is an affirmative action, equal opportunity employer. | |
