PROJECT COORDINATOR

Project Coordinator

Arizona State University

Center For Meteorite Studies

Campus: Tempe

103949BR

Job Description

An integral part of the Buseck Center for Meteorite Studies (BCMS), under the general supervision of the BCMS Director (or Director’s designee), the incumbent for this position plans, organizes, and coordinates administrative and business operations (i.e., facilitates the daily business and financial functions for a suite of accounts and scheduling) in accordance with established goals, priorities, time and funding limitations or other specifications. These duties include budgeting, accounting, payroll, staffing, processing expenditure requests, reimbursements, accounts receivables, and other functions ensuring adherence with established policies, regulations, requirements and standards of the University and sponsoring source(s) as designated by the unit administrator (BCMS Director). We are looking for an individual who demonstrates excellent accounting knowledge and can work effectively in a fast-paced environment. Arizona State University offers a comprehensive benefits package at very competitive rates to enhance the total compensation of its staff. This package includes flexible work schedules, low-cost health and life benefits, a wellness program for preventative health education and screenings, tuition waiver for benefits-eligible staff members, as well as tuition reduction for their spouses, and dependents, a disability and leave program for income protection, employee assistance for free and confidential behavioral health services, volunteer and professional development release time, disability resources and a retirement program designed to promote long-term savings and provide income upon retirement.

Salary Range

$44,950 - $53,000 per year; DOE

Close Date

04-September-2024-EXTENDED

Essential Duties

• Providing administrative support to the Center Director and BCMS Staff, including arranging meetings, conferences and appointments, making travel reservations and itineraries, determining and preparing background materials as needed.
• Maintaining and reconciling Center accounts (including local, state, and ASU Foundation accounts) and BCMS staff accounts (federal, local, state), overseeing the status of these accounts in the ASU accounting system, and providing regular reports of these accounts, and notification of limits reached to relevant BCMS staff.
• Maintaining and control the Center’s financial records and files to ensure compliance with all requirements and policies.
• Preparing financial transactions including requisitions, invoices, complex journal entries or other transaction documents for accuracy, completeness and compliance with pertinent university or sponsor regulations; approving transaction documents within designated limits.
• Monitoring the Center’s budget and account expenditures, advising and determining which expenditures are within budget guidelines, informing the Director (or Director’s designee) of irregularities and proceeding with corrective action.
• Assisting with planning, tracking and reimbursing travel for Center Director, staff, and others as needed.
• Managing the purchasing of supplies, equipment and services for Center operations with P-Cards (Center and grant).
• Coordinating and processing personnel searches and hiring, and maintenance of personnel files consistent with University policies and practices.
• Performing or managing all activities associated with Department Time Administrator to ensure accurate and timely recording of exception and positive time for human resource staff members.
• Responding to audit requests and gathering documentation for payroll, P-Cards, and financial records, including performing all payroll and P-Card reconciliations.
• Interacting and maintaining liaison with faculty, staff, students and outside/community agencies (e.g., vendors, granting agencies) in facilitating Center activities.
• Monitoring account balance activity to identify problems and/or questionable charges, prepares proper documents when a re-budget and/or indirect cost reconciliations are needed.
• Remaining current regarding all newly created, changed and/or updated policies, practices, methods; performs routine accounting and other financial or related functions or processes in compliance with applicable policies and procedures.
• Participating in a variety of inter and intra area meetings to represent work area's interests and perspective.
• Guiding and assisting in preparing administrative post award management including At-Risks, Pre-Award Costs, re-budgets, No Cost Extensions.
• Providing account monitoring and reconciling, Expense Transfers, Effort Reporting, resource to research investigators and departmental business staff on Sponsor policies and regulations regarding the administration of award funds.
• Monitoring performance against budget and prepares analysis of variance reports for management.
• Monitoring account balance activity through report review to identify problems and/or questionable areas including, but not limited to: re-budget need, indirect cost reconciliations, no-cost extensions and carry over account issues.
• Preparing standard  accounting reports and statements and also non-standard reports and statements, such as detailed cost and financial analysis, forecasts, and projections.
• Distributing expenses to ensure accurate accounting of the use of funds; performs account reconciliations.
• Performing other duties as assigned

Minimum Qualifications

Bachelor's degree and 2 years related experience; OR, any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

• Demonstrated knowledge in accounting, bookkeeping principles, budgeting and account management. 
• Demonstrated knowledge of grant funded sponsor awards.
• Experience in performing detailed and complex numerical computations and reports, including analysis and evaluation of budgets, planning and other management information systems.
• Evidence of using ASU financial/administrative systems (Concur/Travel, Workday, ERA, PeopleSoft, IFAS).
• Experience in taking responsibility for reconciliations of accounts including transactions and payroll.
• Experience in higher education administrative or financial operations education within a large academic unit providing exceptional customer service to faculty, staff, and a large diverse student body.  
• Experience in coordinating activities, time management, establishing priorities; and establishing and maintaining effective working relationships.
• Demonstrated knowledge of ASU policies and procedures regarding financial and purchasing policies and processes, while understanding their impacts. 
• Experience using Microsoft Office and Excel applications.

Working Environment

• Activities are primarily performed in a regular, climate controlled office setting subject to extended periods of sitting, standing, walking.
• Visual acuity and manual dexterity associated with daily use of desktop computer.
• Bending, stooping, reaching and lifting up to 10 pounds.
• Ability to clearly communicate to perform essential duties.
• Regular review of completed tasks. Work from general instructions on standard job duties and specific directions/instructions on new assignments.
• Flexible hybrid work schedule possible.

Department Statement

At the Buseck Center for Meteorite Studies (BCMS), we are a small and dedicated team that pursues new knowledge about the origin and evolution of our Solar System and expands awareness and understanding of the science of meteoritics to students, educators, and the general public. The Center is home to one the world’s largest meteorite collections, housing over 40,000 individual specimens; and a state-registered museum gallery. Our collection is actively used for geological, planetary, and space science research at ASU and throughout the world. BCMS is a Center within ASU’s School of Earth and Space Exploration (SESE), BCMS and SESE are committed to a collaborative community environment and high-impact scientific discovery. SESE offers bachelors, masters and doctoral degrees; provides unique research opportunities; collaborates across disciplines; and engages with the community. BCMS staff actively mentors numerous SESE students, and collaborates with SESE postdocs and faculty.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.

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