The following percentages are based on a 40-hour work week.
70% CNES/CSCL Financial Preparer and Office Support:
Act as financial preparer for CNES, CSCL, RELS, and MIMS and backup preparer for CJS. Prepare financial transactions in the University financial system (EFS) including purchasing goods, completing contracts for professional services, reconciling procurement card expenses, and processing travel/expense reimbursements for faculty, students, and visitors/guests for CNES, CSCL, RelS, MIMS.
Review reimbursement requests from faculty, lecturers, graduate students and staff for accuracy and allowability. Communicate necessary changes to the requester. Submit and track reimbursement requests in EFS.
Review and reconcile department P-Card transactions. Obtain proper justification and documentation from card holder, and reconcile purchases. Establish deadlines in accordance with University timelines and policy. Verify account information, funding availability and allowability. Communicate consequences for non-compliance.
Prepare purchase orders for goods and services. Work with individuals and companies to prepare and submit new supplier request paperwork.
Prepare and process Contract for Professional Services at the request of faculty and staff. Ensure all required documents are completed in accordance with University policy, including Supplier Request, I-9, Independent Contractor, Professional Services Information Sheet and Statement of Work. Enter contract into the financial system and ensure purchase order is dispatched. Follow up with vendor to acquire invoice for work done and ensure timely payment by University.
receive goods in the financial system, process invoices, and track open requisitions.
Act as a departmental resource regarding financial best practices, processes, procedures and interpretation of UMN financial policies.
Maintain up-to-date knowledge of University accounting policies and comply with University policy and procedures in all responsibilities.
Attend monthly CLA preparer’s forum meetings, bimonthly accounting meeting, and Financial Service User Network events to keep current with best practices and changes.
Explain University policies, procedures and processes to faculty, lecturers, graduate students, staff, students, visiting scholars, and other guests of the University. Interpret and apply University and department policy and procedures as they pertain to the situation and advise on allowable and appropriate procurement methods.
Act as a liaison between accounting personnel and department faculty, lecturers, graduate students, and staff.
Liaise with accountant regarding faculty account questions. Collaborate with accountant to prepare and provide ad hoc financial activity reports to faculty as requested. Explain reports, identify problems, and offer solutions.
Liaise with CLA Fiscal Service Team and Disbursement Services to resolve any issues related to procurement, reimbursement, payment, purchasing, vendor setup, or other financial processing issues.
Research, analyze, and resolve general financial issues as they arise. Escalate unusual or complicated issues as needed to resolve matters in a proper and timely fashion.
Complete and submit scholarship data to accounting. Work with accountant and the Office of Student Finance to ensure timely and accurate disbursement of departmental scholarships.
Order supplies for CNES, CSCL, RelS and MIMS. Monitor supply inventory and track order receipt and delivery.
Financial File Management
Systematize and supervise the maintenance of the department’s accounting files (electronic archives)
Evaluate the success of updates to electronic file storage systems and make recommendations for improvement
Ensure filing practices align with University records retention policy.
25% Outreach Coordinator (CNES, CSCL, RELS, MIMS)
Plan and execute CNES and CSCL events. Coordinate approximately 35 to 40 events per year including lectures, colloquia, and conferences.
Work with chairs, directors, faculty, graduate students and supervisor regarding outreach for departments and programs. Work in conjunction with event host to establish clear and concise timelines and expectations for each event. Review logistical details to proactively identify and resolve potential issues.
Promote events through appropriate channels, including email distribution lists, department website, posters, event cosponsors and University-wide event calendar. Work with department social media manager to promote events through Facebook. Design and distribute printed promotional materials. Ensure promotional content meets expectations of the event host and speaker.
Budget and track spending of event funds, including event co-sponsorships. Work with accountant and outside departments to ensure sponsorship funds are received. Arrange for the return of unspent funds to sponsoring departments.
Act as point of contact for visiting speakers.
Collect documents and travel receipts to facilitate payment of honorarium and travel reimbursement to visiting speakers.
Coordinate travel arrangements and create itinerary for guests as requested.
Identify and arrange for needs of visiting speakers, including copies, A/V, office space, lodging, transportation and parking.
Onsite coordination of catering and room set up.
Determine additional staffing needs for events. Coordinate student event support with student worker supervisor.
Assist Film Studies Coordinator with account balance monitoring, co-sponsorship transfers, and event planning.
Draft, edit and distribute department-wide communications, including a weekly digest. Create template to effectively communicate relevant information to faculty, instructors, and graduate students while following University branding standards. Collect relevant news, announcements, and events; compile into a single communication, and distribute weekly via email.
5% General Office Support
Provide backup reception. Answer phone and assist with walk in inquiries.
High School Diploma/GED and four (4) years of relevant administrative work experience. Relevant training/education may be substituted for up to two (2) years of experience.
Computer experience including word processing, spreadsheets, web-based extraction and reporting.
Excellent interpersonal relations and problem-solving skills; proven experience working with a broad range of people.
Proven ability to handle multiple tasks under pressure of deadlines and the ability to organize, facilitate, and think broadly while attending to details.
Experience working in PeopleSoft Finance/EFS, Reporting Center
Internal Number: 327500
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.