| A. | 60% | Administration of grant and contract post awards for ECE faculty, includes financial management and review of sub account invoices, departmental grant, contract, and gift funds. |
| | 1. | Develop a working knowledge of proper internal transmittal procedures to ensure that each application and award being processed is in compliance with the University and sponsoring agency policies. |
| | 2. | Develop understanding of proposals and programs associated with funded projects. Establish and maintain telephone contact with University and sponsoring agency personnel. |
| | 3. | Assure that appropriate cost allocations for indirect costs, fringe benefits, and tuition remission recovery have been made. |
| | 4. | Coordinate all aspects of reporting to funding agencies. |
| | 5. | Monitor budgets and maintain a thorough knowledge of reporting and spending requirements for multiple research projects totalling over $13.9M in funding. |
| | 6. | Create accounting master file for each project; record monthly calculation of expenditures and indirect costs. Establish and monitor accounting systems (WISDM) for research grants and gift fund expenditures to ensure compliance with established budget guidelines. Continue to develop a working knowledge of the accounting control systems and processes. |
| | 7. | Maintain the application and award files in a current status. |
| | 8. | Review and distribute correspondence generated by extramural agencies or the University. |
| | 9. | Advise faculty, staff, and students of proper use of funds. Interpret and apply state, federal, and university requlations to the satisfaction of all involved and establish department procedures for financial processing. |
| | 10. | Monitor Multi-University Research Initiatives (MURI) funding, ensure that expenditures are recorded appropriately and students are funded properly. Communicate funding information associated with research activities to all universities involved in the MURI. |
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| B. | 15% | Provide back up support to ECE Research Administrator |
| | 1. | Review individual grant and contract documents to ensure that all terms and conditions are applicable and acceptable, and are in compliance with: current State regulations, University financial policy and procedural papers, general administrative policy papers, appropriate Regent Resolutions, Office of Management and Budget Circulars, Federal Acquisition Regulations (and agency interpretations), funding agency general and specific terms and conditions, and research terms and conditions. |
| | 2. | Prepare correspondence that will accompany each application and award to the prospective funding agency. |
| | 3. | Provide decision support data for budget projections and strategies for future applications. Perform cost and financial analysis to determine financial position of the department. |
| | 4. | Prepare subcontracts in accordance with established Universtiy and granting agency guidelines. |
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| C. | 10% | Provide oversight to department payroll & benefits services |
| | 1. | Monitor the preparation of payrolls to ensure to Federal, State, and University rules and regulations, the guidelines of the Wisconsin State Retirement System, and the Social Security Administration as well as payroll procedures in general are followed. |
| | 2. | Interpret policy memos issued by University Administration and disseminate such information as appropriate. |
| | 3. | Approve and monitor student payroll that are funded on grant or gift accounts. |
| | 4. | Generate salary cash transfer forms when needed providing accurate funding information and justification |
| | 5. | Answer complex questions from students, faculty and staff, regarding earnings, miscellaneous deductions, and any other HRS related questions. Independently resolve issues. |
| | 6. | Using the UW System Human Resource System (HRS) provide back up support and/or cross training to the payroll and benefits specialist. |
| | 7. | Review edits after payroll confirm is run to ensure proper funding allocations have been used |
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| D. | 10% | Provide oversight and monitor purchasing and travel related duties for faculty, staff, and students |
| | 1. | Review and approve purchasing, payment, direct charge, and reimbursement transactions. Ensure that all requirements ar met and policies are followed. |
| | 2. | Independently determine which orders require special handling per state and university purchasing regulations (e.g. capitalization, fabrication, bids, and sole source) and take required actions. |
| | 3. | Serve as pro-card administrator following University and ECE policies and procedures. Maintain up-to-date record of all purchases and reconcile accounts at end of each month. |
| | 4. | Resolve issues related to e-reimbursement reports, payment to individual reports and travel agency invoices for compliance with University and external funding agency rules, regulations, and policies. |
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| E. | 5% | Special projects. |
| | 1. | Develop and compile statistics for Annual Report information for ECE. Report detail expenditures in major budget categories; track and account administration expenses, etc. |
| | 2. | Research, develop and compile data for specialized reports as requested by the Chair, Principal Investigator or Dean's office. |
| | 3. | Participate in the development and improvement of ECE purchasing, reimbursement, and travel policies. |
| | 4. | Track and monitor ECE faculty workload and using this data, determine teaching, committee and special project requirements |
| | 5. | Other duties as assigned. |
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