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ACCOUNT ADMINISTRATION ASSOCIATE

University Enterprises, Inc.
SACRAMENTO, CA Full-time
Posted on July 2, 2019
Job Title Account Administration Associate I
Worksite City Sacramento, California
Advertised Salary Range $2,779 - $3,891
Temporary No
Length of Appointment N/A
Hours per week Regular (full-time) Employee – 40 hours per week (Benefited)
FLSA Non-Exempt
Broad Scope and Function

The Account Administration Associate I (Associate) is a member of a team of professionals who either provides post-award (grant) administration for faculty at Sacramento State or provides full account administration for the California Intern Network (CAIN). This position provides direct administrative support to the Account Administration Analysts (Analysts) who oversee a portfolio of accounts. The Associate interacts with other University Enterprises, Inc. (UEI) departments, campus project staff and/or CAIN clients including state and local government agencies, private businesses, and non-profit organizations. The Associate provides clerical support, performs analytical duties, and is assigned projects in order to produce a smooth and cohesive operation within the team.

Reporting Relationship

The position reports directly to and receives general supervision from the Manager, Post-Award Account Administration Analyst II or CAIN Account and Contract Manager. The position receives general work direction from the Post-Award or CAIN Analysts.

Conditions of Employment

This is a full-time, non-exempt from overtime, benefited position that is covered under the California Public Employees’ Retirement System. Continued employment in this position is dependent upon the mutual consent of University Enterprises and the employee, and either University Enterprises or the employee can, at any time, terminate the employment relationship at will, with or without cause.

Work Schedule

Monday – Friday 8:00 am – 5:00 pm

Minimum Qualifications

1. Demonstrated general office and clerical experience.

2. Excellent computer skills including, word processing, data entry, and spreadsheet.

3. Excellent oral and written communication skills, interpersonal skills, and skills to effectively function as part of a team and with other departments.

4. Ability to function effectively in a detail-oriented capacity, to respond effectively to changes in priorities and overlapping deadlines, and to work independently.

5. Demonstrated familiarity with accounting functions and related computer applications.

6. Excellent organizational skills and multi-tasking abilities.

7. Skills in maintaining a complex filing system (manually and electronically) including numerical files.

8. Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

Preferred Qualifications

1. Experience with Superion ONE Solution software (formerly SunGard/Bi-Tech) or similar grants management software.

2. Experience reading and interpreting grant and/or contract language.

3. Experience scanning and archiving documents.

Physical Requirements

Sits for extended periods; frequently stands and walks; manual dexterity and hand-eye coordination; correctable hearing and vision to normal range; verbal communication; use of office equipment including computers, telephones, calculators, copiers, printers, scanners, and fax machines.

Working Conditions

Work is performed in an office environment; continuous contact with staff, the campus community, and representatives of funding agencies.

Project Description

As Sacramento State’s non-profit business auxiliary, University Enterprises, Inc. (UEI) creates and manages programs and services that enhance the University’s educational mission. The Sponsored Programs Administration (SPA) office has two teams, Post-Award Administration and the California Intern Network (CAIN) that administer more than $50 million in total awards working with a wide variety of people both on- and off-campus.

The California Intern Network is a full-service program within UEI that provides more than 1,500 college students the opportunity to work in their field of study while in school, and apply what they’ve learned in a real-world work environment. As a member of the CAIN team you provide full account administration for clients helping them determine and fill their workforce development needs with students. Clients are from state agencies, non-profit organizations, and private businesses throughout California.

The Post-Award Administration team supports the research and sponsored activity efforts of University faculty and staff through the administration of grants and contracts funded by the federal and state government as well as private foundations and other organizations. The Post-Award Administration team provides services such as account management, expenditure processing, budget management, compliance and audit oversight, and serves as a liaison with funding agencies and various University and UEI offices.

Job Duties

 

Job Duty

01. Provides administrative assistance with post-award tasks such as preparing basic accounting journal entries; reviewing and routing expenditure and Human Resources/Payroll paperwork; and basic written and verbal communications to project and administrative staff.

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02. Enters award information into grants/contracts management database.

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03. Assists with updating, modifying, verifying, and closing out of grants, contracts, and accounts consistent with department policies and procedures using the applicable software.

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04. Creates and updates spreadsheets from department billing information, general ledger data, and payroll reports to facilitate accurate invoicing.

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05. Creates and updates billing reports and recurring journal entries (RJEs) for monthly invoicing using the applicable software.

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06. Creates and updates various databases related to grant/contracts or financial management.

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07. Maintains the team’s grant and contract files, both manually and electronically, in a complete and detailed manner ensuring a timely retrieval process and retention compliance.

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08. Assists with report generation and distribution to the Principal Investigators/Project Directors or CAIN clients.

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09. Manually and electronically updates and maintains logs of department accounts such as faculty time and effort tracking, airfare purchase orders, and advances.

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10. Creates and updates signature cards for Principal Investigators/Project Directors or CAIN clients.

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11. Completes forms and form letters, prepares memos, letters, or other correspondence pertaining to team needs.

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12. Generates and reviews monthly tracking reports such as aged unbilled, advances, and report deliverables for the team.

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13. Reviews, distributes, and prepares paperwork (e.g., travel requests and claims, purchase orders, and check requests) for the Analysts to process.

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14. Performs special projects as assigned including, but not limited to, the coordination of Time Online supervisor and employee information, IT reporting needs, making travel arrangements, planning/organizing special events, scheduling and calendaring meetings, making meeting arrangements, and recording meeting minutes.

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Job Duty

15. Provides back up reception support as needed. Reception duties include screening and/or directing phone calls and visitors; fielding requests and questions and responding appropriately; assisting with inquiries concerning grants/contracts, programs, and/or events; and mail distribution.

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16. Scans documents, prepares emails, makes photocopies, makes campus deliveries, and other job-related duties as assigned.

Posting Detail Information

 

Posting Number B076F18
Number of Vacancies  
Position End Date (if temporary)  
Open Date 06/30/2019
Close Date 07/14/2019
Open Until Filled No
Special Instructions Summary

If you do not include both a cover letter and resume with your application, your application materials will not be considered. Please include your employment history in the “Employment Experience” section of your application in addition to submitting your resume and cover letter. Please complete each section—do not leave fields blank or refer to resume in lieu of listing prior job duties or in answering supplemental application questions.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this position?
    • UEIJobs Website
    • Interest Card Emails
    • Twitter
    • Indeed
    • Career Fair
    • Campus Career Center
    • LinkedIn
    • Personal Referral
    • Sacramento Bee
    • Careerbuilder
    • Internal Job Posting
    • The WELL hiring expo
    • Other
  2. If other, please specify.

    (Open Ended Question)

  3. * Please describe your general office and clerical experience as it relates to this position.

    (Open Ended Question)

  4. * Do you have familiarity with accounting and related computer applications?
    • Yes
    • No
  5. * Please describe your knowledge of accounting and related computer applications in doing accounting related work.

    (Open Ended Question)

  6. * Please describe your experience working in a detail-oriented capacity, responding to changes in priorities and overlapping deadlines, and working independently.

    (Open Ended Question)

  7. * Briefly describe your experience maintaining a complex filing system (manually and electronically) including numerical files.

    (Open Ended Question)

  8. * Do you have experience with Superion ONESolution software (formerly SunGard/Bi-Tech) or other fund-based accounting software? (This is preferred but not required for this position.)
    • Yes
    • No
  9. * Do you have experience reading and interpreting grant and/or contract language? (This is preferred but not required for this position.)
    • Yes
    • No
  10. * Do you have experience scanning and archiving documents? (This is preferred but not required for this position.)
    • Yes
    • No

Applicant Documents

Required Documents
  1. Cover Letter
  2. Resume