Compliance Specialist
Montana State University - Office of Student Engagement, Bozeman, MT, United States
Position Overview
Compliance Specialist represents a great opportunity in the Office of Sponsored Programs (OSP) for a dynamic candidate with exceptional multi‑tasking and organizational skills. The individual in this position will provide direct financial and administrative support to the OSP Subaward area. Position located in Bozeman, MT (on‑site).
Classification Title: Compliance Specialist
Working Title: Compliance Specialist
Position Number: 4M0583
Department: Office of Sponsored Programs Admin Division Office of Research and Economic Development
Appointment Type: Classified Contract Term Fiscal Year Semester
FLSA Non‑Exempt Union Affiliation: FOCUS‑MFPE
FTE: 1.0
Benefits Eligible: Eligible
Salary: $22.572 - $28.215 per hour, commensurate with experience, education, and qualifications
Contract Type: Classified Salary
Duties and Responsibilities
Creates and maintains electronic and paper records on an average portfolio of over 450 unique subaward accounts. Prepares, routes, and tracks a wide variety of forms and documents both internally and externally related to subaward funding, ensuring agreements and modifications are processed in a timely manner, that all supporting documentation is received, up to date, and in accordance with sponsor requirements. Includes managing subaward administrative and financial closeout processes and archiving.
Performs accounting functions for all subawards funded through OSP. The portfolio of subawards is growing rapidly and currently includes over 450 subawards with expenditures of $41 million in FY25.
Ensures the accuracy of subrecipient invoicing through pre‑audit review, verifying expenditure of funds in accordance with federal, state and private rules and regulations, approves the release of subrecipient payments, reconciles subaward payments between the OSP Subaward Application database and Banner, identifies and corrects accounting errors and develops methods to avoid recurring errors both internally and with external subrecipients.
Researches, analyzes, and monitors subaward budgets to ensure compliance with granting agency requirements from various funding sources.
Evaluates existing practices against the changing needs of subaward management. Takes initiative to develop and implement changes to accommodate growth, increase efficiencies, and to support increasingly electronic processes.
Assists in development, implementation and enforcement of fiscal policies and procedures to ensure all subaward processes and transactions are following University, State and Federal regulations.
Participates in relevant departmental and university process improvement initiatives. Communicates and implements these changes as they relate to the subaward function.
Tracks cost overruns, cost sharing and IDCs on subaward accounts and evaluates subaward fiscal and compliance disposition prior to proceeding with new awards or amendments to existing awards. Follows up with subrecipients, MSU PIs and MSU Compliance offices on any issues including budgets and allowable costs, Human Subject work, research involving Animals, Controlled Research, and Technology Transfer concerns. Ensures proper approvals are in place and documented per the Uniform Guidance requirements in the Code of Federal Regulations, Montana State University policies and procedures, and State of Montana policies and procedures.
Assists with training and outreach of OSP Subaward policies and procedures on an individual or campus wide basis as needed.
Provides management of subrecipient registration requirements in SAM.gov, ensuring registration type is appropriate for business purposes, helping entities navigate the registration process by providing education, information and troubleshooting guidance.
Manages the content of all subrecipient communication – transmittal templates for new awards, amendments, and multiple types of information requests.
Serves as the liaison between the OSP Subaward team and MSU’s Central Offices, including University Business Services, Procurement, and Fiscal Shared Services. Works with these groups both high‑level and in‑detail to facilitate effective processes and procedures between the teams and to troubleshoot business process issues and transactional issues.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree in Business, Finance, Management or related field, or an equivalent combination of education and/or experience.
Demonstrated experience with administrative and accounting principles, practices, and techniques.
Progressively responsible experience in accounting or related field.
Demonstrated experience using personal computers and various software including Outlook, Excel, and Word, as well as experience working with databases and the Internet.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Experience using Banner software.
Demonstrated financial and administrative experience in externally funded research grants and contracts.
Familiarity with state and federal regulations including OMB Uniform Guidance Circular.
The Successful Candidate Will
Possess excellent written, oral, and interpersonal communications skills.
Can execute multiple tasks and respond to multiple demands with minimal supervision.
Have the ability to prioritize workload and meet deadlines.
Produce high quality work by maintaining organization and attention to detail with limited supervision.
Demonstrate self-motivation and ability to follow through, independently, on tasks and projects to completion.
Demonstrate ability to exercise sound judgment in decision making and interpreting and applying policies and procedures with a diverse set of tasks.
Perform detailed work with a high level of accuracy and efficiency.
Respond to rapid change and growth and utilize new technologies.
Work effectively in a fast paced, growth‑oriented environment.
Provide quality customer service to members both internal and external to the organization.
Represent OSP and Montana State University in a professional and courteous manner.
Position Special Requirements This position is not eligible for sponsorship.
Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
Applicant Documents
Resume
Cover Letter
#J-18808-Ljbffr
Classification Title: Compliance Specialist
Working Title: Compliance Specialist
Position Number: 4M0583
Department: Office of Sponsored Programs Admin Division Office of Research and Economic Development
Appointment Type: Classified Contract Term Fiscal Year Semester
FLSA Non‑Exempt Union Affiliation: FOCUS‑MFPE
FTE: 1.0
Benefits Eligible: Eligible
Salary: $22.572 - $28.215 per hour, commensurate with experience, education, and qualifications
Contract Type: Classified Salary
Duties and Responsibilities
Creates and maintains electronic and paper records on an average portfolio of over 450 unique subaward accounts. Prepares, routes, and tracks a wide variety of forms and documents both internally and externally related to subaward funding, ensuring agreements and modifications are processed in a timely manner, that all supporting documentation is received, up to date, and in accordance with sponsor requirements. Includes managing subaward administrative and financial closeout processes and archiving.
Performs accounting functions for all subawards funded through OSP. The portfolio of subawards is growing rapidly and currently includes over 450 subawards with expenditures of $41 million in FY25.
Ensures the accuracy of subrecipient invoicing through pre‑audit review, verifying expenditure of funds in accordance with federal, state and private rules and regulations, approves the release of subrecipient payments, reconciles subaward payments between the OSP Subaward Application database and Banner, identifies and corrects accounting errors and develops methods to avoid recurring errors both internally and with external subrecipients.
Researches, analyzes, and monitors subaward budgets to ensure compliance with granting agency requirements from various funding sources.
Evaluates existing practices against the changing needs of subaward management. Takes initiative to develop and implement changes to accommodate growth, increase efficiencies, and to support increasingly electronic processes.
Assists in development, implementation and enforcement of fiscal policies and procedures to ensure all subaward processes and transactions are following University, State and Federal regulations.
Participates in relevant departmental and university process improvement initiatives. Communicates and implements these changes as they relate to the subaward function.
Tracks cost overruns, cost sharing and IDCs on subaward accounts and evaluates subaward fiscal and compliance disposition prior to proceeding with new awards or amendments to existing awards. Follows up with subrecipients, MSU PIs and MSU Compliance offices on any issues including budgets and allowable costs, Human Subject work, research involving Animals, Controlled Research, and Technology Transfer concerns. Ensures proper approvals are in place and documented per the Uniform Guidance requirements in the Code of Federal Regulations, Montana State University policies and procedures, and State of Montana policies and procedures.
Assists with training and outreach of OSP Subaward policies and procedures on an individual or campus wide basis as needed.
Provides management of subrecipient registration requirements in SAM.gov, ensuring registration type is appropriate for business purposes, helping entities navigate the registration process by providing education, information and troubleshooting guidance.
Manages the content of all subrecipient communication – transmittal templates for new awards, amendments, and multiple types of information requests.
Serves as the liaison between the OSP Subaward team and MSU’s Central Offices, including University Business Services, Procurement, and Fiscal Shared Services. Works with these groups both high‑level and in‑detail to facilitate effective processes and procedures between the teams and to troubleshoot business process issues and transactional issues.
Required Qualifications – Experience, Education, Knowledge & Skills
Bachelor’s degree in Business, Finance, Management or related field, or an equivalent combination of education and/or experience.
Demonstrated experience with administrative and accounting principles, practices, and techniques.
Progressively responsible experience in accounting or related field.
Demonstrated experience using personal computers and various software including Outlook, Excel, and Word, as well as experience working with databases and the Internet.
Preferred Qualifications – Experience, Education, Knowledge & Skills
Experience using Banner software.
Demonstrated financial and administrative experience in externally funded research grants and contracts.
Familiarity with state and federal regulations including OMB Uniform Guidance Circular.
The Successful Candidate Will
Possess excellent written, oral, and interpersonal communications skills.
Can execute multiple tasks and respond to multiple demands with minimal supervision.
Have the ability to prioritize workload and meet deadlines.
Produce high quality work by maintaining organization and attention to detail with limited supervision.
Demonstrate self-motivation and ability to follow through, independently, on tasks and projects to completion.
Demonstrate ability to exercise sound judgment in decision making and interpreting and applying policies and procedures with a diverse set of tasks.
Perform detailed work with a high level of accuracy and efficiency.
Respond to rapid change and growth and utilize new technologies.
Work effectively in a fast paced, growth‑oriented environment.
Provide quality customer service to members both internal and external to the organization.
Represent OSP and Montana State University in a professional and courteous manner.
Position Special Requirements This position is not eligible for sponsorship.
Physical Demands To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.
EEO Statement Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.
Applicant Documents
Resume
Cover Letter
#J-18808-Ljbffr