University of Southern California Business Affairs Coordinator in Los Angeles, California

Business Affairs CoordinatorApplyViterbi Business AffairsLos Angeles, California

The USC Viterbi School of Engineering is seeking aBusiness Affairs Coordinatorto join the Viterbi Business Affairs team. This position works on assignment as an internal resource to the entire school, providing temporary coverage for open staff positions and supplemental support to department staff as needed. This position may work with several units simultaneously or have overlapping work assignments. This is a full-time staff position that requires pre- and post-award research administration and financial/payroll administration experience and background, along with the ability to manage multiple and competing priorities. The position reports to the School’s Human Resources Director, who will make work assignments based on business needs.

PRIMARY JOB DUTIES

Research Administration, Proposals and Budgeting

  • Sets up and maintains accounts. Reconciles account balances and activity to university financial records and initiates correcting entries. Prepares and submits financial reports as required and reviews for accuracy prior to distribution. Troubleshoots problems, including research of pertinent facts and interacts with appropriate university staff to achieve resolution. Coordinates year-end financial transfer and closing activity.

  • Conducts forecasts for awards received to assure that original scope of work will be satisfied. Communicates with the faculty, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual reports, and final agency reports.

  • Works closely with DCG and Sponsored Projects Accounting (SPA) on any questions that arise on existing, continuing and/or expiring awards, including obtaining appropriate approvals for specific transactions.

  • Advises faculty, staff, researchers and students of disbursement and purchasing policies and procedures. Assures these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements.

  • Assists faculty, research associates, and post-docs with the submissions of proposals to assure all necessary university and agency requirements are met.

  • Gathers data necessary to submit proposals in accordance with the agency and university guidelines. Disseminates information to Viterbi Business Affairs, faculty home academic departments, the Department of Contracts and Grants (DCG), Principal Investigators and Agencies.

  • Assists when notifications of awards are received by updating original account budgets proposed. Notifies faculty of the receipt of award and communicates necessary expenditures.

Financial and Administrative

  • Prepares purchase orders, travel expenses, reimbursements, requisitions, and independent contractor agreements for processing by Purchasing and/or Disbursement Control.

  • Monitors, reconciles, analyzes and reports on budget activity for various programs and projects. May be asked to lead other staff in related work duties. The Business Affairs Coordinator will work directly with faculty, staff and students.

  • Provides administrative and clerical support as needed for faculty and staff efforts, may support calendaring, general office reception and other day to day business or academic department activities.

Human Resources / Payroll Support

  • Prepares, reviews and processes a variety of payroll and personnel documents and reports for faculty, staff and students. Determines nature of transaction and the paperwork and approval process required.

  • Makes necessary computations and gathers and provides all pertinent data, including backup documentation as needed. Identifies exceptions for special handling.

  • Responds to questions from faculty, staff and student workers regarding payroll or personnel matters.

Preferred Qualifications:

Bachelor’s degree

Two years of account and budget experience including knowledge of government and fund accounting.

University experience and knowledge of university financial systems.

Strong computer skills using MS Office Suite- Word, Excel, and PowerPoint.

Experience with Workday HCM is strongly preferred.

Ability to self-manage, and the ability and the willingness to work on changing programs and projects.

Strong interpersonal skills and the ability to work well with diverse multi-cultural workforce

Required Applicant Documents

Resume/CV and Cover Letter

These documents may be submitted as one PDF

Minimum Education: Bachelor's degree, Combined experience/education as substitute for minimum education

Minimum Experience: 1 year

Minimum Field of Expertise: Business administration, accounting or related degree and budget experience including knowledge of government and fund accounting. Strong computer skills with use of automated spreadsheets.

REQ20046229 Posted Date: 06/16/2017