Admin Associate - Subawards

Admin Associate - Subawards
8208A1

Duties/Responsibilities
This position implements the University-wide subaward invoice processing and payment system as well as the subaward setup process. The job responsibilities include:

50% - Manages domestic and international subaward payments
* Manages invoice payment processing - tracks and ensures payments via ACH, check and wire are paid in a timely manner and ensures adherence to federal payment requirements and timelines
* Maintains invoice payment history and monitors the movement of wire payments through the disbursement office
* Acts as a liaison and subject matter expert in relation to subaward invoices between SPA and the Controller's Office and subrecipient financial contacts
* Analyzes the payment process through invoice inquires and errors and makes adjustments as needed in collaboration with SPA, UMN and subrecipient staff
* Facilitates communication and collaborates with the Subaward Invoice Coordinator regarding payment issues that are integral to stay in compliance with Uniform Guidance (invoices that do not meet University or federal standards for completeness or accuracy, arithmetic errors, mismatches between invoices and appropriate projects, etc.)
* Implements strategies in streamlining duties to reduce issues moving forward
* Develops key strategic plans and changes related to subaward invoice payment, compliance, risk assessment and any other activity engaging SPA or the subaward team
* Oversees and updates PO changes in EFS to correct setup, funding, or supplier errors in relation to the payment process
* Communicates with and assists Grant and Contract Officers with their subaward files and related tasks that are essential for a complete electronic folder
* Investigates errors and processing trends
* Provides coverage for the Subaward Invoice Coordinator as needed. This includes reviewing invoices for accuracy when received by the University, entering invoices into WorkflowGen, processing approved invoices into Perceptive Content for payment, and addressing any incoming inquiries related to invoices in the shared inbox.
* Other duties as assigned

20% - Coordinates PO setups and adjustments for 30+ Grant and Contract Officers
* Enters new and amended subaward funds into EFS
* Analyzes, refines and expedites the back-end payment process, especially in subawards that are complex in nature
* Analyzes existing subaward PO setups in EFS, paper files and electronic files to ensure that awarded funds are being distributed properly according the UG and University guidelines
* Completes the subaward electronic file info sheet, including items such as the chartfield string and budget line, to ensure file is ready for payment
* Documents any changes or updates in an appropriate manner so SPA staff can clearly track a subawards administrative history
* Closes POs and PO lines, by request, so SFR can complete final invoices or to help the GCO manage their subaward funds

15% - Lead Communicator for Subaward Payment Processes
* Serves as liaison to University personnel and sub recipients including PIs, departmental support staff, SPA Grant and Contract Officers, and Sponsored Financial Reporting (SFR) staff and provides support via email, phone, and in-person contact to these stakeholders on the subaward invoicing process and payment system and closeout process

10% - Develops Training for Subaward Processes and Procedures
* Refines and delivers training courses on subaward processes
* Updates subaward invoice process and closeout job aids
* Assists the Subaward Compliance Officer or Associate Director on special projects
* Cross-trains with Subaward Compliance Officer
* Other tasks as requested

5% - Office Support
* Support in department finance functions
* Support the training of support team members
* Other tasks as requested

Required Qualifications:

BA/BS or a combination of related education and work experience to equal four years; applies knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution.

Preferred Qualifications:
Demonstrated skill in problem solving. Proven excellent written and verbal communication skills. Demonstrated ability to work in a team setting and to interact with people of all responsibility levels within the U of M and sub recipient institutions. Demonstrated strong initiative and service orientation. Proven ability to prioritize workload and to train others on use of electronic systems. Experience in an academic setting, particularly administrative/business experience in a U of M department. Experience using the U of M's electronic enterprise accounting system, EFS, and in using electronic tools, such as Google Drive suite, WorkflowGen, and U of M Research Reporting Center. Two years' experience with sponsored accounts including a minimum of one-year experience in sponsored projects administration. Demonstrated knowledge of sub awards and Uniform Guidance.

Sponsored Projects Administration (SPA) is the University of Minnesota system-wide office authorized to submit research proposals and receive awards from external sources on behalf of the Board of Regents of the University of Minnesota. SPA is also the fiduciary for the U on grant-related matters.

Pay Range: $23.08 - $27.88; depending on education/qualifications/experience

Time Appointment Category: 75%-100% Appointment (If job description above does not specify appointment or expected weekly hours, assume a 100% appointment.)

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).