General accounting/transactions/accounts management (35%)
Prepare and process financial transactions (contracts, vendor purchasing and payments, honoraria, etc.) according to appropriate University policies and procedures and dept. approved budgets.
Serve as primary contact for Chrome River related inquires and issues.
Independently resolve problems with the above and serve as a resource for policy application.
Ensure documentations are complete for all financial documents prepared.
Make sure there is sufficient funding in EFS accounts and that account actuals (expense lines) are set up on fund prior to processing documents.
Enter financial documents in internal filemaker database system
Reconcile and audit Pcard expenditures and manage department Purchasing Card process according to policies and deadlines. Make sure accounts are charged correctly and properly justified, and default account deficits are closed out. Follow up on exception reports on PCards.
Serve as a departmental resource and consult with Dept. Administrator and accountants regarding financial services best practices and interpretation of University of Minnesota financial and budgetary policies and procedures; serve as a resource for policy application.
Respond to internal and external inquiries and information requests related to departmental accounts payable functions
Coordinate departmental procurements including: advising users of procurement policies, initiating bids if necessary, obtaining approvals, and working with the collegiate financial cluster to ensure that purchase orders and contracts for professional services get entered into PeopleSoft, purchase orders are sent to vendors, packing slips are retained and recorded, and vendor invoices are paid. Setup and process all new vendor requests. Review account balances prior to purchasing.
Review and audit monthly e-statements, including verifying chart strings and processing correcting documents if appropriate.
Coordinate with ISyE Administration to communicate changes to University and departmental financial policy and procedure.
Coordinate and communicate with college financial administration as necessary.
Maintain tracking sheets for capital equipment purchases.
Coordinate with accountants on accounts receivables related to ESOs and ISOs, foundation transfers, and external and internal customer billing. Prepare monthly billing statements for copier.
Research and resolve invoice processing and payment issues; and based on findings implement action plans including preventative internal controls.
Create and update departmental financial forms.
Train undergraduate student employees and other appropriate staff members on office supply orders through the UMarket.
Maintain and ensure accounting files are organized and follow the University retention cycle for non-sponsored and sponsored funds.
Manage payroll processes for faculty, staff, graduate student, and undergraduate student appointments (offer letters, background check, I-9s, and appointment document uploads) each semester and any changes/updates.
Ensure appointments are entered into internal departmental filemaker database.
Act as Department Time Reviewer ensuring that hourly employees enter time correctly and their supervisors approve time by the pay period deadline. Notify employees and supervisors when issues arise and seek resolutions.
Audit biweekly payroll verification abstracts to ensure correct pay is processed in a given pay period and work with appropriate college accountants to resolve errors if there are any.
Process Retro corrects as necessary.
Serve as department payroll contact for graduate and undergraduate student employees by responding to e-mail, phone and in-person inquiries.
Maintain HR files for graduate and undergraduate students and keep in accordance with University records retention guidelines. Includes following up on the receipt of contract letters.
Graduate Program Coordination – 30%
Under general guidance of the Director of Graduate Studies, organize and administer all aspects of graduate program and handle day-to-day tasks.
Serve as Plan Level Coordinator for the ISye graduate programs.
Provides primary program support for graduate students in the program.
Assist students with program requirement and milestones, directing students to Director of Graduate Studies as appropriate.
Responds to all program inquiries, including policy and procedure questions.
Assist students with program planning strategies, including registration, transitions from other programs, readmission to the program, funding options, tuition waivers, and health insurance.
Assist international students with specific needs related to visa status and referrals to the International Student and Scholar Services (ISSS) office, travel, specialized English and classroom training, and full-time enrollment status.
Monitors student progress. Initiates contact with students and faculty, bringing concerns to the attention of students, faculty advisors, and the DGS as appropriate.
Prepare block grant (quality metrics) and other proposals to the Graduate School
Coordinates the annual review of all graduate students.
Coordinates logistics of graduate program and events, including New Student Orientation, English as a second language/TALK sessions for new incoming international graduate students.
Prepares funding letters for accepted students, documenting eligibility requirements, conditions, duties, award type/amount, etc.
Initiates and facilitates process for fellowship applications. Coordinates internal departmental nomination process if needed.
File 3rd-party billing forms for graduate students and work with Department Administrator on these forms. Make sure that all forms are filed for CSE and DDF fellowships so students are billed correctly.
Coordinates with the ISyE Communications Specialist on program promotional and marketing materials and ensure program brochures/specification sheets are up to date.
Works with prospective students on program requirements, including application process, campus visits and relocations, registration and funding options. Advises international students on specific needs related to the application process.
Manages admissions process, including application processing and Graduate School application requirements. Assists applicants with ApplyYourself system and assists faculty members with AppReview system. Assist prospective graduate students with the entire application process, registration holds, language requirements, and visa process, contacting the graduate school and ISSS as need. Tracks acceptance and rejection of admissions offers and status of waitlist.
Working with DGS and department staff to prepare for the prospective grad student visit days for admitted students, including hotel and flight arrangements, food and catering and schedule. Tracks recruitment budget expenditures.
Acts as first point of contact for all inquiries regarding the program. Responds to request for program information, data, and/or reports from department administration, CSE, the Graduate School and outside entities as needed.
Participates in policy and program evaluation and review, including preparing analysis and recommendations on new policy or changes in program requirements. Consults with students, faculty, departmental administration and the Graduate School as needed.
Acts as a resource for faculty, staff, and students on program policy and applicable CSE and Graduate School-level policies.
Annually reviews and updates the department’s Graduate Student Handbook.
Provides staff support for the Director of Graduate Studies and appropriate committees.
Preparing reports and surveys and providing information to support collegiate and/or department decision-makers.
Provide regular updates to the DGS and Department Administrator regarding graduate program affairs.
Keep tracking sheet of financial assistantship offers for incoming new graduate students.
Ensure department graduate student files are kept up-to-date for current graduate students and that University records retention policies are followed; also maintain the files through the Graduate School image now program.
Ensure stipends are processed and required payroll documentation is completed and submitted to the Cluster staff.
Manage graduate student roster.
Gathers and tracks annual graduate student placement for department and CSE reporting. Maintains data on all aspects of the program including applicants, current students, and alumni.
Maintains and processes Graduate Faculty Role status with the Graduate School.
Functions as a liaison with relevant academic departments, programs and units. Represents the DGS as needed on committees outside the department.
Other responsibilities as assigned (5%)
High School Diploma/GED and four years of related office experience Training/education may be substituted for some of the years of experience. Computer experience required. Specific knowledge/skills may be required
Experience with the U of M Enterprise Financial System (EFS) i.e., reimbursements, travel, procurement cards, purchasing.
Knowledge about the University of Minnesota financial travel and expense reimbursement and purchasing policies
Experience with the U of M Human Resources Management System (HRMS)
Experience working in science and engineering academic settings in higher education
Experience working with faculty, staff, and students from diverse populations and respect for various cultures.
Experience working with graduate students
Experience working in MSWord, Excel, PowerPoint, and other applicable financial (such as Chrome River) and student services systems
Experience working with student records and confidential materials.
Experience planning and organizing events
Ability to manage multiple responsibilities simultaneously; complete tasks that require attention to detail, prioritize workload, work independently, follow-up and meet deadlines.
Strong interpersonal skills and oral and written communication skills
Strong customer service skills
Internal Number: 329916
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.