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CEAS Financial Service Center Coordinator

Requisition Number:

57069

Location:

Boulder, Colorado

City

Boulder

State

Colorado

Employment Type:

University Staff

Schedule:

Full-Time

Posting Close Date:

19-Jun-2024

Date Posted:

04-Jun-2024

Job Summary

The College of Engineering and Applied Science (CEAS) is encouraging applications for the CEAS Financial Service Center Coordinator position! Within CEAS at the University of Colorado-Boulder, this position is responsible for and provides support for unit purchases, travel authorizations, reimbursements, procurement card and travel card reconciliation, payroll expense transfers, journal entries, and financial tracking. The position provides training and mentorship to CU employees regarding travel and procurement, payroll expense transfer, and journal entry policy and procedures.

This position works in coordination with faculty, staff, graduate students, and prospective faculty, visitors, and other units to verify that the purchases of goods and services and other financial tasks are completed as requested. This position is also responsible for implementing policies and procedures established by the Procurement Service Center (PSC), Campus Controller’s Office (CCO), Budget and Fiscal Planning (BFP), and Office of Contracts and Grants (OCG) regarding procurement methods, documentation requirements, and audits. The CEAS Financial Service Center Coordinator will exercise discretion, analytical skills, problem solving, and planning to support unit faculty and staff with both standard and advanced scientific/engineering equipment purchasing.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

Founded in 1893, CEAS at CU Boulder is the second largest of seven schools and colleges at one of the nation's top public research institutions. As Colorado's flagship university, CU Boulder has selective admissions standards and a comprehensive array of undergraduate and graduate programs.

The college’s mission is to generate new knowledge in engineering and related fields, and to equip students from a diverse set of backgrounds to become leaders and citizens responsible for the betterment of individuals and society. Our vision is to be a recognized world leader for excellence and innovation in engineering research and education, with an emphasis on inclusive excellence, active learning and global society.

What Your Key Responsibilities Will Be

Expense Reimbursements:
  • Processes unit expense reimbursements. Reviews documentation to ensure it is complete and applicable to the specific reimbursement.
  • Communicates with all interested parties regarding available procurement options to reduce risk to both faculty, staff, students, and the University regarding reimbursement delays, documentation inadequacies, taxation, and other related accounting issues.
  • Collects necessary documentation to support reimbursement and confirms funding and allocation, ensuring correct speedtype for all reimbursements.
  • Collects all necessary documents to ensure international tax compliance is met for all reimbursements.
  • Ensures proper workflow and approval are in place to facilitate the processing of all reimbursements in a timely manner.
  • Investigates when issues arise with missing payments. Processes Warrant Adjustments to re-issue payments or cancels them as needed.
  • Processes Study Subject Payments and Payment Authorizations.
  • Writes, implements, and trains on policies and procedures related to departmental expense reimbursements.
Procurement:
  • Coordinates procurement activities within the assigned unit
  • Facilitates contract management of purchase orders and agreements, including anticipating expiration and renewals, processing invoices, monitoring contract terms and conditions, and maintaining successful vendor relationships.
  • Processes and facilitates departmental approval of invoices for payment to outside entities by auditing and authorizing vouchers in comparison to purchase orders, verifying accuracy and compliance with purchasing terms and conditions, and Federal, State, and University rules and regulations.
  • Audits and processes payment documents and ensures accuracy of charges.
  • Provides mentorship to the unit when the requested purchase is complex and requires additional documentation such as sole source and competitive solicitations. Provides professional judgment as to the best acquisition method and ensures that supporting information is provided.
  • Acts as the primary unit liaison with vendors, other units, and the Procurement Service Center.
  • Compiles and maintains documentation as part of the procurement process to ensure the department is audit-ready for any outside requester: CU internal audit, State of Colorado, and federal sponsors.
  • Serves as central point of contact for item returns including complex shipping concerns involving large items, customs, and import/export regulations.
  • Procures goods and services up to $5,000 for a unit using a university issued procurement card as needed. Purchase goods and services including performing research to ensure costs for goods and services are reasonable, appropriate, allocable and within compliance; coordinates the issuance of purchase orders; processes payments applying procurement card, purchase orders, or payment vouchers; and tracks and verifies delivery of goods and services.
  • Creates purchase order requisitions for purchases over $5,000 for approval and ensures appropriate documentation, i.e., vendor W-9 or W8BEN form is sent to procurement, vendor quote or invoice is attached, and the sole source justification is included when situation demands.
  • Corrects problems with transactions including sales tax charges.
  • Reviews sole source justification forms and any related documentation (i.e. bids, waivers, Scope of Work, warrant adjustments, payment authorizations and vouchers, etc.) to ensure that they are written correctly and determine if they meet Procurement Service Center guidelines for submission.
  • Assists vendors in being set up in CU Marketplace.
  • Identifies, investigates, and helps resolve issues associated with purchasing.
  • Builds and maintains cooperative and effective relations with unit staff, other campus units, system offices, and vendors using diplomacy, tact, and critical thinking skills.
  • Writes, implements, and trains on policies and procedures related to departmental procurement.
Travel:
  • Audits and manages travel and expense reimbursements to ensure that all applicable unit, university, state, and federal regulations have been followed.
  • Acts as the unit liaison with the University Procurement Card office to ensure that faculty, staff, and students have access to the appropriate travel information and cards to reduce costs and risk assumed by the University when its employees are in travel status.
  • Assists employees in obtaining travel cards and provides faculty, staff, researchers, and students with interpretation of travel policies and rules.
  • Provides guidance to travelers in how to submit Concur Travel Requests for new travel requests.
  • Communicates to all unit travelers the University requirements for purchasing and booking travel to ensure understanding of requirements to receive reimbursement for travel expenses.
  • Collects and verifies appropriateness of receipts turned in for reimbursement.
  • Helps book travel for non-employees.
  • Communicates needs of documentation to all faculty and department travelers.
  • Processes travel reimbursements/expense reports in Concur or via Non-Employee Reimbursement forms following unit, University, State and Federal government policies and regulations, and reimbursements are applicable and allowable.
  • Writes, implements, and trains on policies and procedures related to departmental travel reimbursement and booking.
  • Procurement Card Management and Administration:
  • Administers and manages procurement card program by communicating rules, providing training and guidance, and ensuring completion of paperwork.
  • Manages faculty and staff CU Corporate Card accounts. Helps process new card applications, terminates cards, and updates cards as needed.
  • Solicits and collects cardholders' outstanding receipts.
  • Evaluates charges for appropriateness and reasonableness. Compiles, validates and reviews receipts from cardholders, creates expense reports, and appropriately allocates and codes charges according to defined standards.
  • Reviews outstanding expense reports and follows-up with cardholders to assure that the report is submitted on time, avoiding any penalties from the Procurement Card Center.
  • Assesses the efficiency and accuracy of departmental reporting and tracking procedures and revises as necessary.
  • Recommends alternative processes and practices to minimize delinquency of errors.
  • Supports fiscal year end processes involving purchasing and procurement cards and communicate with the Procurement Service Center to resolve billing issues.
  • Develops internal deadlines and communicates to cardholders to ensure data is compiled and approved in a timely manner. Ensures that internal deadlines allow enough time to meet the deadlines set by the university finance and accounting offices.
  • Determines if the purchases are allowable, funds used are appropriate, and there is adequate funding to cover the costs.
  • Ensures compliance with policies regarding sales tax, alcohol purchases, gifts, fund restrictions, critical expenses, etc.
  • Prepares and processes cash receipts for reimbursement to the University owed by employees for personal expenditures.
  • Writes, implements, and trains on policies and procedures related to unit procurement and travel cards.
Accounting and Finance Administration:
  • Applies strong knowledge and understanding of fund accounting and policies and practices associated with campus financial operations to procurement and travel activities.
  • Ensures fiscal operations in accordance with Federal, State, and university fiscal policies and procedures.
  • Financial Tracking: Helps units in monitoring, tracking, projecting, and reconciling transactions, providing financial spreadsheets, summaries, and reports. Identifies and corrects variances.
  • Conducts research and provides resolution to accounting problems, including the investigation and analysis of data to ensure accuracy and completeness and performs corrective actions.
  • Processes payroll expense transfers (PET) and funding distributions submitted by units for processing. Ensures all documentation is attached to the PETs that is relevant and required, such as PI statements. Communicates and works with the unit if documentation is needed.
  • Processes journal entries submitted by units for processing. Communicates and works with the unit if documentation is needed for the journal entry, such as PI statements and travel authorization forms. Ensures all relevant information is included in the journal entry to be processed.
  • Collaborates on developing ways to improve the efficiency of data collected through systems and subsystems. Assists in creating, reviewing, and maintaining finance policy and procedures.
  • Supervises student assistants by coaching, training, and provides day-to-day management of professional development and feedback; approves bi-weekly timesheets and conducts any disciplinary action as needed.
Other:
  • Participates in professional development activities and serves on unit, college or campus committees as applicable.

What You Should Know

This is a hybrid position that offers 3 days remote a week and 2 days in the office.

What We Can Offer

  • Starting salary range for the Professional 1 level is $50,000-$52,000
  • Starting salary range for the professional 2 level is $52,000 - $56,250.
  • Relocation assistance is available within CEAS guidelines

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be creative. Be impactful. Be Boulder.

What We Require

  • Professional level 1: Bachelor's degree. Equivalent combination of education and experience may substitute.
  • Professional level 2: Bachelor's degree and one year of experience including purchasing, travel and related accounting or financial work.

What You Will Need

  • Demonstrates strong customer service skills with the ability to communicate efficiently and effectively.
  • Ability to handle multiple interruptions and personalities.
  • Motivated, proactive, and self-starting.
  • Planning, problem solving, and organization skills.
  • Proficient in Microsoft Office Suite.
  • Ability to learn and respond quickly to situations that arise on day-to-day basis.

What We Would Like You to Have

  • Degree in Business Administration or related area.
  • Experience using CU business applications, such as PeopleSoft, Concur, CU Marketplace, and or Cognos, or ability to learn.
  • General understanding of the rules and regulations that drive university processes (e.g. Fiscal Code of Ethics, procurement rules.)

Special Instructions

To apply, please submit the following materials:
  1. A current resume.
  2. A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.
We may request references at a later time.

Please apply by June 19, 2024 for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: Recruiting@colorado.edu