Resource Employee

1 month ago

Los Angeles, California, United States Viterbi School of Engineering Full time

The K-12 STEM Center (/viterbipk12. usc. edu) of the USC Viterbi School of Engineering (/viterbi. usc. edu) seeks qualified candidates for a full-time Resource Employee - Associate Research Administrator to provide essential support for our mission of inspiring, informing and impacting underrepresented, underserved and disadvantaged K-12 students. The expected end date for this position is August 15th, 2024. This position ensures the financial health and compliance of our community outreach to benefit future generations by administering departmental transactions, program contracts & grants, payroll, and other departmental financial needs. The K-12 STEM Center is a dynamic, busy, and creative hub for USC Viterbi staff and students, with substantial impact throughout Southern California. USC Viterbi School of Engineering is committed to increasing the diversity of its staff and welcomes applications from women, underrepresented groups, veterans, and individuals with disabilities. The core job duties are:

Account Management:

Monitor account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately. When discrepancies are found, inform Director and take necessary steps to correct the transactions, such as expense transfers or object code corrections. Monitor and report to managers on account balances and process budget changes when necessary to comply with original scope of work. Reference agency guidelines to make sure that budget changes comply with the specified requirements from individual agencies. Process, track, and post expenditures for travel reimbursements, settlements of advances, and invoices on the assigned accounts. Expedite procurement orders and reimbursements, requisitions, and foreign drafts. Process, track, and post reimbursements for student workers and graduate assistants for local travel and emergency purchases of supplies and materials. Reconcile and review monthly account statements and provide Director and appropriate staff with account summaries and projection reports on a monthly basis. Keep current with information regarding agency funding/spending guidelines and restrictions. Communicate information to Director and other staff to ensure that guidelines set forth by agencies are followed. Keep current with USC/School/Departmental compliance guidelines and expenditure policies and procedures, and advise Director and related-staff to assure these policies are followed when handling their requests for all purchases, including but not limited to: equipment, travel arrangements, conference registrations, supplies reimbursement, hiring, payroll, and travel expense reimbursements, etc. Work closely with Sponsored Projects Accounting (SPA) on questions that arise on continuing and expiring awards. Advise Director in advance of remaining time of project periods and account balances to assure that extensions on research projects are requested in a timely manner if research has to be extended beyond current project periods. Consult agency guidelines to provide faculty with options regarding extensions on research periods. Financial Reports: Reconcile and generate monthly post-award financial reports. Conduct forecasts/projections for awards received to assure that original scope of work will be satisfied. Communicate with Director, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual, and final agency reports. Payroll: Prepare payroll for support staff, resource employees, student workers, contract trainers, outreach partners earning a stipend. Prepare and process hiring paperwork for resource employees and student workers. Prepare vendor forms, honoraria, and stipend payments. Program, Grant or Research Proposals: Assist assigned Director and associates/assistants with the submission of proposals to assure all necessary university and agency requirements are met. Prepare budgets and gather data necessary to submit proposals in accordance with agency and university guidelines. Disseminate information to Viterbi Business Affairs, the Department of Contracts and Grants (DCG), Principal Investigators, and Agencies. Assist when notifications of awards are received by updating original proposed account budgets. Notify staff of the receipt of awards and communicate necessary expenditures. Track submitted grant proposals using database. Log potential proposals and notify Director of submission deadlines. Track reporting deadlines for awarded program, grant and research proposals. Administration: Stay informed regarding agency funding/spending guidelines. Communicate information to Director and other staff to ensure that guidelines set forth by agencies are followed. Assist SPA and DCG with the preparation of financial and/or progress reports requested by agencies for award continuation and/or final reports. Advise staff of disbursement & purchasing policies and procedures. Assure these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements. Attend department meetings and central meetings (e. g. Viterbi Business Affairs, USC Research Administration Office, DCG etc. ). Assist with department events (e. g. seminars, student welcome luncheon, graduation etc. ) Work with K-12 STEM Center staff to arrange program support services such as parking, classrooms, food, facilities, etc. General office management, ordering supplies as needed, etc. Act as liaison between the Viterbi K-12 STEM Center and Viterbi Business Affairs, Department of Contracts and Grants, Sponsored Projects Accounting, Purchasing, Accounts Payable and other University Departments. Required Applicant Documents Resume/CV Cover Letter These documents may be submitted as one PDF. Applications will not be considered complete without these documents. Minimum Education and Experience Bachelor's Degree or combined experience/education as substitute for minimum education 3 years work experience Basic knowledge of governmental regulations Strong accounting skills Competency in project management Broad knowledge of relevant research computer software (e. g. , Microsoft Access, Outlook, SPSS, Visio, SunGard) Experience in creating and analyzing statistical reports Must be able to utilize computer technology to access data, maintain records and generate reports Proven oral and written communication skills to interact with other employees Preferred Education and Experience Bachelor's degree with four years of account and budget experience, including knowledge of government and fund accounting and knowledge of unive.

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