Assistant Director for Grants and Financial Reporting
Inside Higher Ed, Lake City, MS, United States
Job Title: Assistant Director for Grants and Financial Reporting
Location: Clayton State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 294988
Job Summary Responsible for managing the university’s restricted funds accounts, foundation accounting, tax compliance, general accounting functions, and other related duties. Oversees grant financial processes, ensures compliance with guidelines and budget deadlines, prepares reports, and supports the Office of Sponsored Research.
Responsibilities
Manage the University’s Restricted Funds Accounts
Participate in pre‑ and post‑award meetings.
Prepare invoices/billings and collect funds for restricted fund expenditures.
Deposit funds received from funding agencies.
Coordinate with key personnel at all levels of the institution to support proper and timely expenditure of grant funds in compliance with applicable guidelines and budget deadlines.
Assist in the computation, preparation, and submission of indirect cost rate.
Prepare and/or assist in the preparation of all applicable fiscal reports for sponsored programs (e.g., Schedule of Federal Awards Expenditures).
Compile year‑end reports, work papers, and analysis necessary for grant audits.
Monitor charges to sponsored programs for reasonableness and compliance with applicable policies and procedures.
Reconcile grant receivables and indirect cost revenue.
Prepare and submit new budgets and budget amendments to the Budget Office for grants.
Review and approve financial data in grant proposals and contracts; meet with new principal investigators (PIs) for orientation; submit requests for set up of grant accounts and cost share accounts in PeopleSoft.
Maintain grant fiscal records.
Work with the Office of Sponsored Research to prepare time and effort reporting.
Manage Foundation Accounting on behalf of the University
Work with the campus foundations to set up project IDs for foundation funds utilized by the university.
Approve transactions to be billed to the foundations.
Prepare and submit monthly invoices to the foundations.
Work with the foundations to improve processes as needed.
Maintain University’s Tax Compliance
Monitor unrelated business income (UBI) activity throughout the fiscal year.
Estimate and submit payment requests for estimated UBI tax (UBIT) on a quarterly basis.
Prepare UBIT tax return yearly.
Prepare estimated nonresident alien tax payments per semester and submit payment requests.
Create and maintain nonresident alien profiles in Glacier tax software.
Prepare forms 1042‑S and distribute to internationals annually.
Prepare form 1042 tax return and file with the IRS.
Assist students with access to Sprintax to prepare annual form 1040NR/1040NR‑EZ.
Perform other tax related activities as assigned.
Perform General Accounting Functions
Complete monthly reconciliations of assigned general ledger accounts in a timely manner.
Review and approve reconciliations prepared by other staff.
Manage, prepare, and complete month‑end close‑out and checklist tasks.
Prepare and submit monthly and year‑end journal entries.
Perform analysis of various accounts assigned.
Review trial balance to ensure account balances are appropriate.
Prepare quarterly and special financial reports as assigned.
Assist the Assistant Vice President and Director of Accounting in preparing annual financial and special reports.
Other Related Job Duties
Assist accounting team with gathering support for audit engagement and internal/external requests.
Write new and update existing desktop procedures.
Communicate staffing and process changes to university community.
Participate in the ongoing review of process issues and work to identify and implement solutions.
Identify and implement process improvements.
Assist in ad hoc projects as assigned.
Perform other job‑related duties as assigned.
Assist in campus training sessions.
Serve as backup for team members.
Required Qualifications
Bachelor’s degree in accounting (preferred), finance, business administration, or another related field.
Minimum of three years of experience with PeopleSoft Financials or other similar financial reporting software.
Knowledge, Skills, & Abilities
Knowledge of standard accounts payable policies, procedures, and regulations.
Knowledge of mathematics.
Intermediate proficiency in Microsoft Office Suite with a strong emphasis on Excel and Word.
Ability to process computer data and format and generate reports.
Ability to utilize an automated accounting system.
Ability to understand and interpret vendor invoices, statements, and other payment requests.
Ability to analyze and solve problems.
Strong communication and interpersonal skills.
Strong written and oral communication skills.
Accurate with strong attention to detail.
Basic data entry and/or word processing skills.
Knowledge of purchase orders and related accounts payable documentation.
Ability to effectively communicate accounting information, policies, and/or procedures in a manner easily understood by customers.
Ability to maintain confidentiality of records and information.
Ability to use independent judgment and manage confidential information.
Ability to calculate numbers, correct entries, and post to records.
Provide quality customer service.
Ability to stand or sit continuously to perform essential job functions.
Ability to work independently under very limited supervision.
Ability to work as a team member and foster a cooperative work environment.
Ability to work in a fast‑paced environment.
Equal Employment Opportunity Clayton State University is an equal employment, equal access, and equal educational opportunity and affirmative action institution. It is the policy of the University to recruit, hire, train, promote, and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity, or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504). Clayton State University is an affirmative action/equal opportunity institution. For questions or more detailed information regarding this policy, please contact the Clayton State University Office of Human Resources at (678) 466‑4230. For individuals requiring disability‑related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at (678) 466‑5445.
Conditions of Employment Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by the University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre‑employment drug and alcohol screening. Candidates must disclose potential, actual, or apparent conflicts of interest in compliance. Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.
Physical Demands May spend long hours sitting and using office equipment and computers. May occasionally lift and move objects weighing up to 25 pounds. May be required to work beyond 40 hours per week during peak times.
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Location: Clayton State University
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 294988
Job Summary Responsible for managing the university’s restricted funds accounts, foundation accounting, tax compliance, general accounting functions, and other related duties. Oversees grant financial processes, ensures compliance with guidelines and budget deadlines, prepares reports, and supports the Office of Sponsored Research.
Responsibilities
Manage the University’s Restricted Funds Accounts
Participate in pre‑ and post‑award meetings.
Prepare invoices/billings and collect funds for restricted fund expenditures.
Deposit funds received from funding agencies.
Coordinate with key personnel at all levels of the institution to support proper and timely expenditure of grant funds in compliance with applicable guidelines and budget deadlines.
Assist in the computation, preparation, and submission of indirect cost rate.
Prepare and/or assist in the preparation of all applicable fiscal reports for sponsored programs (e.g., Schedule of Federal Awards Expenditures).
Compile year‑end reports, work papers, and analysis necessary for grant audits.
Monitor charges to sponsored programs for reasonableness and compliance with applicable policies and procedures.
Reconcile grant receivables and indirect cost revenue.
Prepare and submit new budgets and budget amendments to the Budget Office for grants.
Review and approve financial data in grant proposals and contracts; meet with new principal investigators (PIs) for orientation; submit requests for set up of grant accounts and cost share accounts in PeopleSoft.
Maintain grant fiscal records.
Work with the Office of Sponsored Research to prepare time and effort reporting.
Manage Foundation Accounting on behalf of the University
Work with the campus foundations to set up project IDs for foundation funds utilized by the university.
Approve transactions to be billed to the foundations.
Prepare and submit monthly invoices to the foundations.
Work with the foundations to improve processes as needed.
Maintain University’s Tax Compliance
Monitor unrelated business income (UBI) activity throughout the fiscal year.
Estimate and submit payment requests for estimated UBI tax (UBIT) on a quarterly basis.
Prepare UBIT tax return yearly.
Prepare estimated nonresident alien tax payments per semester and submit payment requests.
Create and maintain nonresident alien profiles in Glacier tax software.
Prepare forms 1042‑S and distribute to internationals annually.
Prepare form 1042 tax return and file with the IRS.
Assist students with access to Sprintax to prepare annual form 1040NR/1040NR‑EZ.
Perform other tax related activities as assigned.
Perform General Accounting Functions
Complete monthly reconciliations of assigned general ledger accounts in a timely manner.
Review and approve reconciliations prepared by other staff.
Manage, prepare, and complete month‑end close‑out and checklist tasks.
Prepare and submit monthly and year‑end journal entries.
Perform analysis of various accounts assigned.
Review trial balance to ensure account balances are appropriate.
Prepare quarterly and special financial reports as assigned.
Assist the Assistant Vice President and Director of Accounting in preparing annual financial and special reports.
Other Related Job Duties
Assist accounting team with gathering support for audit engagement and internal/external requests.
Write new and update existing desktop procedures.
Communicate staffing and process changes to university community.
Participate in the ongoing review of process issues and work to identify and implement solutions.
Identify and implement process improvements.
Assist in ad hoc projects as assigned.
Perform other job‑related duties as assigned.
Assist in campus training sessions.
Serve as backup for team members.
Required Qualifications
Bachelor’s degree in accounting (preferred), finance, business administration, or another related field.
Minimum of three years of experience with PeopleSoft Financials or other similar financial reporting software.
Knowledge, Skills, & Abilities
Knowledge of standard accounts payable policies, procedures, and regulations.
Knowledge of mathematics.
Intermediate proficiency in Microsoft Office Suite with a strong emphasis on Excel and Word.
Ability to process computer data and format and generate reports.
Ability to utilize an automated accounting system.
Ability to understand and interpret vendor invoices, statements, and other payment requests.
Ability to analyze and solve problems.
Strong communication and interpersonal skills.
Strong written and oral communication skills.
Accurate with strong attention to detail.
Basic data entry and/or word processing skills.
Knowledge of purchase orders and related accounts payable documentation.
Ability to effectively communicate accounting information, policies, and/or procedures in a manner easily understood by customers.
Ability to maintain confidentiality of records and information.
Ability to use independent judgment and manage confidential information.
Ability to calculate numbers, correct entries, and post to records.
Provide quality customer service.
Ability to stand or sit continuously to perform essential job functions.
Ability to work independently under very limited supervision.
Ability to work as a team member and foster a cooperative work environment.
Ability to work in a fast‑paced environment.
Equal Employment Opportunity Clayton State University is an equal employment, equal access, and equal educational opportunity and affirmative action institution. It is the policy of the University to recruit, hire, train, promote, and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity, or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504). Clayton State University is an affirmative action/equal opportunity institution. For questions or more detailed information regarding this policy, please contact the Clayton State University Office of Human Resources at (678) 466‑4230. For individuals requiring disability‑related accommodations for participation in any event or to obtain print materials in an alternative format, please contact the Disability Resource Center at (678) 466‑5445.
Conditions of Employment Offers of employment are contingent upon completion of a background investigation, including a criminal background check demonstrating eligibility for employment with Clayton State University, as determined by the University in its sole discretion, confirmation of the credentials and employment history reflected in application materials and, if applicable, a satisfactory credit check. Applicants may be subject to a pre‑employment drug and alcohol screening. Candidates must disclose potential, actual, or apparent conflicts of interest in compliance. Offers are made expressly subject to the applicable federal and state laws, statutes, rules, and regulations of this institution and the Bylaws and Policies of the Board of Regents (BOR) of the University System of Georgia (USG), which are available for your inspection upon request.
Physical Demands May spend long hours sitting and using office equipment and computers. May occasionally lift and move objects weighing up to 25 pounds. May be required to work beyond 40 hours per week during peak times.
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