Job Summary

 
Official Job Title :
Job Vacancy #30-19 Business Manager State Extension Administration Office Fort Collins, CO
University or Organization :
Colorado State University Extension
State or Territory :
Colorado
Application Deadline :
Aug 19, 2019
 
Descriptive Job Title :
Job Vacancy #30-19 Business Manager State Extension Administration Office Fort Collins, CO
Keywords separated by commas :
Location :
Fort Collins
Area, Department or Unit :
Extension
Full/Part Time :
Full Time
Salary :
The salary range for this position is $55,000 - $65,000.
Start Date:
None Stated
Description:
We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. We invite you to review Colorado State Universitys Principles of Community that guide our mission and vision of access, teaching, service and engagement. http://diversity.colostate.edu/principles-of-community.Colorado State University is a land-grant institution with a three-part mission of teaching, research, and outreach. The campus is located in the city of Fort Collins, the county seat of Larimer County. Fort Collins is a progressive community of approximately 156,000 situated 65 miles north of Denver on Interstate 25. Located at an elevation of 5,000 feet, Fort Collins has a clear, dry climate and generally pleasant temperature throughout the year. The office for this position is in the State Extension Administration Office in the University Square building located at 1311 South College Avenue in Fort Collins. To learn more about Colorado State University Extension, go to http://extension.colostate.edu/.Extension is a major component of the Universitys outreach organization serving 63 of Colorados 64 counties. Extensions mission is to Empower Coloradans to address important and emerging community issues using dynamic, science-based educational resources. Extensions total annual budget of approximately $28 million supports approximately 325 extension specialists, agents, administrators, and staff. Through its county, state, and federal partnership Extension currently focuses its efforts in: Nutrition, Food Safety, and Health; 4-H Youth Development; Community and Economic Development; Natural Resources; Cropping Systems; Energy; Environmental Horticulture; Family and Consumer Science; Food Systems; Livestock and Range. Working closely with local and state advisory groups to determine local program needs and direction, Extension draws on the resources of 13 different departments in five colleges to provide non-credit educational programs based on research-generated knowledge.The Extension Fiscal Office is a statewide University service, designed to provide information and explain regulations regarding purchasing procedures, payroll, personnel, and accounting support for the county and regional offices, off-campus and on-campus personnel. The primary function of the unit is to provide accounts receivable, accounts payable, payroll management, grant support, budgeting and overall strategic planning for Extension as it pertains to financial sustainability. Extension has a multi-faceted financial structure including, federal, state, county, grant and self-funded activities.PURPOSE OF POSITION: CSU Extension seeks a highly motivated and enthusiastic individual to manage the day-to-day operations of the CSU Fiscal Office. Extension has offices located throughout the state of Colorado in partnership with the local counties. A primary emphasis of this position will be to provide and ensure excellent customer service and support for all of Extension stakeholders across the state and campus for their financial needs. This position reports to the Assistant Director of Finance for Extension and serves as the lead role in managing the day to day activities of the Extension Fiscal Office, in coordination with the Assistant Director. The position will act in the Assistant Directors absence and provide back-up for Extension-wide budgeting and reporting activities. This position will oversee two accounting technician positions in addition to student worker(s). Additionally, this position will take on the lead role in providing post-award grant management for all Extension sponsored projects, including creating and managing grant reports in addition to serving as a resource for Principal Investigators (PIs) and grant managers to answer questions regarding grant expenses, reporting, etc. Position is expected to act independently while working closely with the Assistant Director of Finance. Periodic travel may be required for this position.ESSENTIAL JOB DUTIESFinancial and Payroll Management: 40% This position will provide day-to-day management of the Fiscal Office to ensure compliance of all fiscal rules, regulations, maintain an accurate CSUE chart of accounts, and provide direct support for grants administration. These activities include day to day supervision of accounting technician staff and direct oversight and management of accounts payable/receivable, and financial reporting needs, administration and management of basic financial reporting for a wide variety of fund types. Financial management includes familiarity with sponsored project funding, grant management, federal government purchasing mechanisms and regulations, along with revenue generating services providing:Assisting management with staffing patterns and support needs to ensure accurate timely support of fiscal operations across all of Extension.Develop and work within complex spreadsheets for reporting multiple fund types, to streamline reporting and invoicing needs. Advanced Excel skills are required.Communicate with multiple stakeholders at various levels in the organization in a clear, concise and professional manner, both verbally and in writing.Provide excellent customer service for all individuals requesting services from and/or supported by the Extension Fiscal Office.Manage capital assets process for Extension.Review workflow and evaluate for efficiencies and process improvements, make recommendations to AD of Finance.Implement process improvements in coordination with the Asst. Director of Finance.Provide back-up/assistance with annual budget and SALX process.Review and monitor fringe pool for accuracy and work with budget office to correct discrepancies.Determine appropriateness and allow-ability of current and/or proposed activities providing direction and insight on policies and regulations which may apply.Signature authority for PCARDs, hospitality and general fiscal office/admin. accounts.Ensure fiscal compliance by understanding the goal of what is being requested to be done and looking for ways to proceed that both fulfill the programmatic needs of Extension but also are allowable and defensible.Ensure Regular monthly reporting for all Extension units via Web Focus or Vista Reports is completed.Manage all payroll transactions for Extension working collaboratively with accounting technician(s) and Assist. Director of Finance regarding state and federal allocations. This work includes FTE changes, leave without pay, labor schedule and labor distribution updates and changes.Troubleshoot client complaints and advise staff as to correct course of action as needed.Understand the workflow and operation of the Fiscal Office, as well as the HR unit of Extension, and work collaboratively to ensure payroll transactions are processed timely.Note: % of job assigned to this duty may be changed as the program develops.Grants Administration: 40%Provide excellent pre and post award support for all CSUE grant applications and awards. Pre-award is currently coordinated through the College of Ag. Pre-award office. This position will work closely with that office to ensure seamless support for all Extension personnel engaged in sponsored activities. This requires working across multiple CSU colleges as well as county governments and other external partners in addition to working with Sponsored Programs. Provide post-award support in terms of reviewing allowable costs, serving as the fiscal officer for grant transactions, and meeting with P.I.s to initiate grant spending at time of award/account set-up. Manage effort certification for all competitive grants, by providing pre-review of all payroll transactions in CSU ECRT (online certification system), making changes as needed and communicating with P.I.s regarding final effort certification requirements. Track and manage indirect cost allocations return to P.I.s for CSUE departmental sponsored grants. Calculate percentage allocations by information provided from sponsored programs, departmental directors and P.I.s. Track reconcile and report program distributions and expenses to P.I.s and departmental directors. As time allows, scan for potential funding opportunities relevant to Extension programming needs. Communicate funding opportunities to Extension staff across state. Build funder library, and template materials that can be easily modified to support proposals.Communicate regularly with P.I., pre-award group and sponsored programs administration to ensure validity of expenses and provide financial reports for P.I.s.Provide excellent customer service for grants administration and support PIs in projecting and planning expenditures, reporting, as well as troubleshooting problems as they arise.Note: % of job assigned to this duty may be changed as the program develops.Training, Supervision and Leadership: 20%Provide positive supervisory leadership that inspires teamwork, service and a productive work environment.Provide communications, both written and oral, that are professional and representative of department leadership.Provide training for direct reports for direct skills that will enhance their job performances and foster career growth.Develop training materials as needed and conduct training for Extension administrative staff across the state, both in person and via teleconference.Foster an environment that is open and supportive of staff, faculty and extension agents.Research and prepare reports analyzing Extension funding use and recommending changes.Note: % of job assigned to this duty may be changed as the program develops.
Position Category:
Administrative Professional
Additional Description, Instructions or Comments:
Do applicants need to have a driver’s license or be able to provide alternate transportation
to carry out the functions
of this job? :
yes

ADDITIONAL JOB REQUIREMENTS

Minimum education level :
REQUIRED JOB QUALIFICATIONS:Completed bachelors degree.Degree must have been conferred in finance, accounting, business, public administration or a relevant business area.3+ years proven management skills with demonstrated leadership and credibility in addressing issues relating to the management of staff.Experience with fund-based accounting.Strong written communication skills, as evidenced by application materials.Must have a valid drivers license or the ability to obtain a drivers license or access to a licensed driver by the employment start date.
Years of experience :
PREFERRED JOB QUALIFICATIONS: Completed masters degree Degree must have been conferred in finance, accounting, business, public administration or a relevant business area.5+ years demonstrated experience managing staff.2+ years management experience in a complex organization.2+ years experience in accounts payable and receivable management, including sponsored program activities.Experience with OMB Circulars and Cost Accounting Standards.Experience interpreting and ensuring compliance with regulatory policies.Demonstrated understanding and knowledge of fund accounting.Excellent computer skills specifically with Microsoft Office suite including significant experience in MS Excel use of pivot tables, formulas, tables, building and maintaining complex spreadsheets, and experience working with MS Access databases.Demonstrated effective communication and presentation skills.Excellent attention to detail.Positive customer service/collaborative approach and outlook toward work.Demonstrated experience enforcing policies in a diplomatic and collaborative manner.Excellent analytical skills and demonstrated experience researching problems, gathering information and presenting solutions.
Travel Requirements:
Available personal transportation required, travel allowance provided.
Other Requirements:
BACKGROUND CHECK: Colorado State University is committed to providing a safe and productive learning and living community. To achieve that goal, we conduct background investigations for all final candidates being considered for employment. Background checks may include, but are not limited to, criminal history, national sex offender search and motor vehicle history.

LINKS

Application URL:
This is the link to the official application website.
Link 2 :
Link 3 :

APPLICATION INSTRUCTIONS

Contact :
Jan Carroll
Phone Number with Area Code :
9704916102
Application Instructions :
For full consideration, all materials must be RECEIVED no later than 11:59 PM Mountain Time on Monday, August 19, 2019. Please submit the following to https://jobs.colostate.edu to apply:ResumeCover letterTranscripts of college(s) course work showing degrees conferred. Please remove all references to birth date or social security number prior to submission. Only one document upload is allowed, no larger than 9 megabytes. Please convert all transcript pages into one PDF File to upload.Please note, contact information for 4 professional references will be requested of applicants should you move forward in the interview process. Special Required Documentation:oStatement (no more than 5 pages) of how you meet all the Required and Preferred criteria listed in the Vacancy Announcement. Please respond to each bullet point separately. Only one document upload is allowed, no larger than 9 megabytes. Please convert your Statement pages into one PDF file. For questions regarding the application process, contact the Office of Equal Opportunity at (970) 491-5836 or email oeo@colostate.edu. For questions regarding the job vacancy, responsibilities, and salary, please contact Jan Carroll at (970) 491-6102 or jan.carroll@colostate.edu. Candidates moving forward in the process will be contacted within 15 working days after the deadline. Next steps and interview dates will be shared at that time.