Financial and Grant Administrator

Financial And Grant Administrator

Under the direction of the Director, Financial and Grant Services (FGS), the Financial and Grant Administrator coordinates projects in monitoring financial operations, including accounting, budgets, financial controls, purchasing, risk management, and / or sponsored awards. The Financial and Grant Administrator plays a vital role on the Financial and Grant Services (FGS) team supporting academics and staff by ensuring smooth and timely financial operations and compliance. This position is responsible for processing and approving expense transactions through GEMS (SAP Concur), assisting with academic and staff financial inquiries, maintaining accounts, and supporting audits and reconciliations. Additionally, this role involves training, troubleshooting, and general financial administration to optimize workflows, increase efficiency, and enhance customer service. This role will also help streamline financial processes and ensure accurate record-keeping.

Responsibilities include :

• Providing expert financial support to academic and staff GEMS account owners while delivering high-quality customer service to ensure smooth financial operations in a fast-paced, high-demand environment.
• Managing GEMS expense and approval processes, assisting with a high volume of academic accounts and GEMS cardholder activities.
• Managing OAA appointment approvals and essential administrative processes, such as issuing welcome letters and following up with Shared Services as needed.
• Facilitating procurement requests, ensuring compliance with financial policies and optimizing efficiency.
• Processing financial transactions, including journal entries, and managing academic financial requests.
• Collaborating with financial and grant administration team to onboard new hires with financial responsibilities.
• Collaborating with Shared Services and IT teams to resolve financial system issues timely and efficiently.
• Collaborating with financial and grant administration team to develop and deliver financial training sessions and resources for the division community. Participating in all staff meetings as relevant to update community on financial system and processes.
• Creating and maintaining user guides on financial system functionalities, best practices, and compliance protocols.
• Performing financial data entry tasks IADF Project Management ensuring accuracy and consistency.
• Overseeing Individual Awards and Discretionary Funds (IADF) project and award maintenance.
• Setting up and managing new financial accounts to maintain accuracy and integrity in financial records.
• Conducting transaction reviews for policy compliance and proper documentation.
• Assisting with travel reimbursements, ensuring accurate processing and adherence to guidelines.
• Supporting account reconciliations and budget tracking to maintain financial accuracy and integrity.
• Providing professional support as a primary account administrator for account owners in an intensive customer service environment.
• Analyzing and preparing budgets, creating accounts, and working with the financial accounting system to allocate, authorize, monitor, and control expenses.
• Preparing monthly reports, conducting and correcting errors in accounts using existing procedures that are in place, and providing advice on the financial impact of human resources and academic affairs decisions.
• May work with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.
• Performs other related work as needed.

Minimum qualifications include a college or university degree in a related field and 2-5 years of work experience in a related job discipline. Preferred qualifications include 3+ years in a financial / procurement administrative role in higher education, financial services, or customer service.

Application documents required include a resume and cover letter.