1290 Administrative and Financial Coordinator - Office of Research Administration

POSITION IDENTIFICATION

TITLE Administrative and Financial Coordinator - Office of Research Administration

CLASSIFICATION NUMBER 1290

GRADE 42

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR: Director, Office of Research Administration

GENERAL FUNCTION

The Administrative and Financial Coordinator – Office of Research Administration supports the Director, Office of Research Administration (ORA) with operational and administrative details and performs diverse and responsible administrative assistant functions that require contact with senior administrators, executives, directors, department heads, and other officials and a thorough knowledge of University policies, procedures, and operations. The Administrative and Financial Coordinator maintains financial records and accounts within the department and manages the ORA’s grant-funded project workflow from proposal through award initiation..

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A high school diploma or the equivalent is required. A bachelor’s degree is preferred. At least two years of progressively responsible bookkeeping, purchasing, and/or accounting experience is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.

Experience: Specialized training and experience maintaining, monitoring, and reconciling financial records and accounts is preferred. Additional years of education beyond high school in accounting or a related field may be substituted for all or part of the experience requirement.

Skills: Effective verbal and written communication skills are required; effective interpersonal and organizational skills are required. The ability to maintain department financial records and accounts and prepare complex financial reports is required. Keyboarding skills are required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations is required. 

Effort: Occasionally required to lift and carry materials and equipment weighing up to 25 pounds.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Assists Director, ORA with department administrative duties, and manages proposal and award workflow.

2. Reviews final proposal and completed award packages to ensure all regulatory requirements are identified and communicated to the Director of Research Compliance and ensures all administrative requirements have been met.

3. Enters proposal and award information accurately into University systems and databases and communicates award notification to Grants and Contract Accounting.

4. Assists Director, ORA with Building Coordinator duties and acts as a liaison to Administrative Services for facility, custodial, telecom, parking, and public safety needs. Serves as the main point of contact, submits work orders, ensures timely responses, and reconciles monthly work order reports.

5. Provides administrative support services for the department and assists team members as needed – providing receptionist services, maintaining databases, providing reports, etc.

6. Maintains up-to-date departmental records of budget and financial transactions. Responsible for monthly or quarterly financial reports, and all monthly budget summaries reports. Responsible for overseeing all ORA budgets and grants, expenses, payments, and detailed accounting records.

7. Serves as the primary purchaser of goods and services for the department. Responsible for P-Card reports and following University policies and procedures. Prepares and submits travel expense reimbursement reports for department.

8. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.

9. Contributes to the overall success of the Division of Community and Global Partnerships by performing all other duties as assigned.

SUPERVISION: The Administrative and Financial Coordinator – Office of Research Administration is supervised by the Director, Office of Research Administration and may select, schedule, assign and supervise the work of full-time employees, student workers, part-time employees, or graduate assistants.

OFFICE OF HUMAN RESOURCES

REVISED JANUARY 2025

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 1.0 - 500 Points: Knowledge of principles, processes, methods, and procedures associated with a limited range of healthcare, technical, scientific, administrative support, communications, or social science program objectives or common problems. Knowledge permits the employee to complete routine medical and healthcare procedures, common administrative support tasks, operate basic equipment and instruments, carry out a variety of interrelated tasks and recurring assignments, assist individuals, answer common questions, and/or elicit information from a variety of sources. Professional knowledge, skill, and technical mastery at this level are typically acquired through a combination of formal education and/or training and experience beyond a high school diploma.

Factor 2: Supervisory Responsibility

Level 2.0 - 130 Points: Regular, but limited, supervision, training, or directing the work assignments of (a) small numbers of student, part-time or temporary workers, or (b) one or more permanent, full-time employees. The nature of supervision is largely confined to scheduling work and assigning tasks. Supervision at this level typically does not include a full range of supervisory responsibilities, and supervisory duties typically do not consume a large portion of the work day.

Factor 3: Interactions with Others

Level 3.0 - 250 Points: The purpose of interactions is to advise or counsel others to solve recurring and structured problems, and/or to plan or coordinate work efforts with other employees who are working toward common goals in situations where relationships are generally cooperative. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public. These types of interactions require normal interpersonal skills.

Factor 4: Job Controls and Guidelines

Level 3.0 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 3.0 - 850 Points: Work involves providing significant support services to others both within and outside of the department that substantially influences decision-making processes. Work activities are complex and others rely on the accuracy and reliability of the information, analysis, or advice to make decisions. Work activities have a direct, but shared, impact on further processes or services, affect the overall efficiency and image of the department, and may have material impact on costs or service quality within the cost center. Incumbents may be responsible for identifying areas of need and for developing proposals that request funding to fulfill those needs.