Working/Functional Title
Ag. & Agribusiness Inst. Fiscal Officer
Position Summary
Oversees the operational activities of a moderately large and/or complex department, program, or functional unit. Manages and assists in short-term and long-term planning of fiscal and administrative procedures directly related to the management or general business operations of the unit or its customers, formulates, affects, interprets, and/or implements management policies or operating practices.
Your primary responsibilities will include working closely with staff and administrators on financial matters including budgets, accounting and reporting, development of administrative goals, objectives, policies, and procedures. You will also be responsible for the establishment of fiscal and financial standards, procedures, and management of the budget process for the MSU Extension Agriculture & Agriculture Institute. In this role, you will provide management and oversight of grants, subcontracts, and sub-accounts, with cost share/match controls to ensure timeliness and compliance with policies and regulations, prepare and distribute timely reports to staff, and administrators, and provide assistance with grant proposals. You will also provide supervision over support staff who perform a variety of financial related activities for the Agriculture and Agribusiness Institute.
Although negotiable, there is space available for this position to work from the campus of Michigan State University in East Lansing, Michigan, with an expectation that the successful candidate will regularly work on campus.
This position may be eligible to utilize a flexible work environment, however, there is an expectation to work from a MSU Extension campus office. The needs, responsibilities, and opportunities of an individual’s position and office location drive the ability and amount of work-location flexibility.
CHARACTERISTIC DUTIES/Responsibilities
- Determines best practices and develops policies and procedures consistent with organizational values and goals and recommends methods for integration of services with organizational initiatives.
- Oversees internal and external financial accounts and controls and provides overall oversight and management for all Agriculture & Agribusiness Institute accounts.
- Maintains advanced knowledge of key industry and organizational metrics and develops business cases for projects and initiatives.
- Executes case and pilot studies to evaluate and address specific business issues or critical activities in terms of value-added impact and utility derived from cost-benefit analysis.
- Maintains contemporary knowledge of ethics laws, standards, legislation, and emerging trends that may affect organizational behaviors and practice.
- Maintains advanced knowledge in the use of data, statistics, evidence-based research, benchmarks, HR, and business metrics to make critical decisions.
- Fosters a culture of inclusiveness within the organization.
- Provides coaching to direct reports, including supervisors on processes, procedures, and business- related issues.
Financial Management 70%
- Provide fiscal officer approval of financial transactions/expenditures on all of the unit account types.
- Generate financial projections for a complex budget that includes federal, state, and local dollars for capacity funds, grant, and revolving accounts.
- Responsible for annual budgeting process.
- Responsible for day-to-day management, including the development of reports, analysis, long-range planning, administrative reporting, and monitoring of accounts.
- Assist with development and administration of financial procedures and maintain compliance with regulations, university policies and procedures, as well as adherence to Uniform Guidance rules and regulations.
- Manage Agriculture & Agribusiness Institute based endowments and gifts.
- Research and resolve irregularities and handle complex problems, as needed.
- Work closely with administrators and staff on financial matters.
- Liaison with budget offices and various units within the MSU Office of the Controller, as necessary.
- Attend and prepare materials for budget meetings with director, associate director, and budget director to discuss budgets and financial planning.
- Attend Agriculture & Agribusiness Institute staff meetings and provide presentations on budget and fiscal related topics.
- Maintain budget and financial tracking system.
Research/Grant Administration 20%
- Provide oversight and management for research/grant administration within the Agriculture & Agribusiness Institute, including all fiscal elements related to pre- and post-award submission.
- Communicate directly and regularly with Principal Investigator(s) (PI) regarding all aspects of award execution.
- Assist with proposal submissions, including supporting the pre-award research administrator with proposal budgets, budget justifications, resource section, other support, etc. for proposal submissions.
- Create reports, documents, and templates as needed for progress reports or continuation application submissions for multiple year grants.
- Identify needs and provide guidance to faculty and staff regarding aspects of post award management, rules, and regulations of grant agencies, and MSU accounting policies and procedures.
- Ensure initial grant/contract execution, account setup, and activation.
- Responsible for processing Personal Service Contracts (consultant) agreements and payments, and subcontract payments.
- Review and track payroll allocations to ensure proper effort reporting and make cost redistribution changes when necessary.
- Responsible for oversight of the post award invoicing with MSU’s Contract and Grant Administration to ensure timeliness of account receivables.
- Provide proper close out procedures by ensuring account expenditures are complete, accurate, and compliant.
- Work with PI to make sure final deliverables are submitted to agencies and disclosures are recorded and maintain files for retention period.
- Prepare budget modifications and project yearly grant budgets.
- In collaboration with fiscal support staff, review monthly operating statements for accuracy and correct errors.
- Distribute and communicate with PI’s regarding their operating statements and balances of awards.
- Procure necessary supplies and services for unit with University Purchasing Card, PO’s, and PSC’s.
- Responsible for leading effort reporting administration.
- Manage multiple post-award activities, in concert with the principal investigator(s) and fiscal support staff that occur between account establishment and closeout process.
Other (10%)
- Works closely with administrators and colleagues to develop administrative planning, goals, and objectives.
- Supervise, coach, and provide professional development opportunities for direct reports.
- Conduct trainings and coaching sessions as needed on fiscal related matters for Agriculture & Agribusiness staff.
- Maintain a working knowledge of MSU Business Practices.
- Provide supervision to direct reports to ensure the requirements and objectives of positions are met.
- Develop supportive instructional guides and provide occasional training for Agriculture & Agribusiness Institute staff.
- Other duties as assigned.
SUPERVISION RECEIVED FROM
Agriculture & Agribusiness Institute Director
WORK ENVIROMENT
Standard office environment. The job requires moderate physical effort and involves sitting, viewing a computer screen and/or word processing, spreadsheet development, using data analytic and/or presentation software 26-75% of the time.
Minimum Requirements
- Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in a business-related field or in a field which corresponds to the particular department of employment.
- Five to eight years of related and progressively more responsible or expansive work experience in office procedures and administration, or in performing responsibilities related to the operational activities of the employing unit.
- Experience in a supervisory role.
- Experience with word processing, database, spreadsheet, presentation software and/or desktop publishing, and web page software.
- Equivalent combination of education and experience also considered.
- This position requires or will require prior to the completion of the probationary period: knowledge of word processing, data analytic software, spreadsheet development and/or presentation software, use of email and the Intern/Intranet.
- Other skills and/or physical abilities required to perform duties of the position.
Desired Qualifications
- Baccalaureate or post-Baccalaureate training in accounting, financial analysis, or related fields.
- Effective oral and written communication skills.
- Demonstrated ability for accuracy and thoroughness.
- Service-oriented approach and problem-solving skills.
- Self-starter who can effectively work both independently and in a team environment.
- Strong work experience with complex budgets and sub accounts.
- Experience with the EBS system, including all financial system account and transaction e-documents, as well as cost redistributions.
- Six or more years of related and progressively more responsible or expansive work experience in university account procedures, developing account controls, policies, and procedures.
- Grant administration skills, including certification in Essentials in Research Administration.
- Prior experience supporting and communicating with remote staff.
- Understand, support and foster integration of diversity, equity, and inclusion practices.
- Understand and support the Agriculture and Agribusiness Institute’s efforts in diversity, equity, inclusion, and Civil Rights, with a special emphasis on removing barriers from participation and reaching diverse populations, including but not limited to race, color, national origin, gender, gender identity, religion, age, height, weight, disability, political beliefs, sexual orientation, marital status, family status or veteran status, socio-economic class and other human differences.
- Demonstrated skills and professional development from the last five years related to cultural competency and inclusive excellence.
- Able to demonstrate sensitivity, knowledge, and use of appropriate approaches, skills, and techniques, which reflect an understanding and awareness of social, cultural, and economic diversity of the target population.
Equal Employment Opportunity Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, citizenship, age, disability or protected veteran status.
Required Application Materials
Current resume/CV.
Cover letter.
Four (4) professional references including two (2) current or previous supervisors.
Special Instructions
FAIR LABOR STANDARDS ACT DESIGNATION
This position is exempt as defined under the FLSA.
Work Hours
STANDARD 8-5
Website
https://youtu.be/KjG34cLt9a8
Bidding eligibility ends October 15, 11:55 PM
