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Executive Assistant to CFO & Grants Accountant

Posting Details

Position Information

Job Title Executive Assistant to CFO & Grants Accountant
Job Description

Under the direction of the Chief Financial Officer (CFO) and the Controller, the Grants Accountant provides primary accounting functions for all grants monitoring, administration, compliance, accounting, and financial reports from the award of the grants through their final closing. This position also acts as Executive Assistant to the CFO and provides administrative support including scheduling and preparing for meetings, managing the calendar, centralized grants and contracts administration, budget oversight, and other administrative duties.

Essential Duties Summary

1. Set up new grants:
a. Coordinate with the Controller to establish grant account numbers.
b. Enter indirect cost allocations, match journal entries.
c. Manage accounts payable and receivable activities for grants.
d. Meet with Principal Investigator/Project Director (PI/PD) when grant awarded to review responsibilities for grant management and reporting. Subsequent meetings to maintain communication throughout and at conclusion of the grant with PI/PD. Complete template for effort reporting forms.
2. Reporting:
a. Run Open Grants report monthly and review balances with PI.
b. Update PI/PD on available grant funds periodically.
c. Prepare monthly data for the business office on funding draws from Federal Agencies
d. Prepare/coordinate quarterly reports for Federal Agencies. Contact/collaborate with other offices as needed to gather required information.
e. Reconcile interim and final financial reports.
f. Verify final financial reports with Business Office.
g. Provide grant data for annual College Grant Audits. (A133 audit)
3. Grants Closeout:
a. Carry out grant closing activities.
4. Compliance and Project Director training:
a. Implement procedures to communicate, educate, and ensure compliance with college policies and applicable grant regulations.
b. Monitor effort reporting: Send template forms to all PI/PDs each reporting period; collect and file forms. Ensure wages are paid from correct account.
c. Monitor compliance with internal policies related to grant funds and any other applicable grant regulations. Advise CFO and PI & PD as needed.
5. Other duties as assigned.

1. Provide administrative support to the CFO and function as a principal liaison to the CFO for internal and external constituencies. Professionally represent Upper Iowa University and the Business Office operations by demonstrating excellence in customer service, and integrity with confidential and sensitive information.
2. Manage communications in and out of the CFO’s office. Review incoming mail, draft responses as needed or route mail to the CFO, compose letters and reports, review drafts and final copies of all correspondence, surveys, reports, etc., for the CFO’s signature.
3. Provide staff support and coordination for the Board of Trustees Finance and Audit Committee meetings. Coordinate, communicate, and interact with Board of Trustee members in relation to board committee meetings and division related inquiries.
4. Work closely with the CFO, provide assistance in handling routine matters, including determining whether to respond directly or to refer matters to the CFO, and notifying the CFO of issues.
5. Maintain files of pertinent materials relating to the day-to-day operation of the CFO’s office, including contract management, all university contracts and grants.
6. Manage the CFO’s calendar using Microsoft Outlook.
7. Provide staff support and coordination for the divisional meetings with the CFO.
8. Prepare and manage the budget for the CFO and provide budget analysis and forecasting, expense tracking, and reconciling.
9. Assist the CFO in making travel and hotel arrangements for conferences and university related travel.
10. Ensure compliance with various regulatory, legal statutory, and other reporting deadlines.
11. Maintain confidential files and ensure accuracy of financial transactions associated with related matters.
12. Contribute to the overall success of the Office of the CFO and the University by performing other duties and responsibilities as assigned.

Required Qualifications

• Preferred Bachelor’s degree (business, finance or related field preferred); or a combination of education and experience required. Will consider a two-year degree in business or finance with coursework, seminars, and experience in grants administration and accounting in lieu of a four-year degree. Will consider candidates who have taken some accounting courses or are willing to take them after the hire.
• Experience working in a business office environment.
• Preferred knowledge of Federal grant accounting standards and OMB Circulars.
• Ability to exercise a high level of discretion in handling sensitive information
• Exceptional writing and organizational skills and the ability to handle multiple priorities
• Good working knowledge of Microsoft Office; primarily Outlook, Word, PowerPoint and Excel
• Ability to communicate processes and procedures required of PI/PD in grant administration and management.
• Ability to manage multiple projects, anticipate grant-related information needs of faculty and staff, and respond to new situations.
• Must possess a high level of accuracy and be detail oriented.
• Excellent interpersonal, problem-solving and organizational skills.
• Ability to learn new software and technologies.

Preferred Qualifications
Physical Demands
Location Fayette, IA

Posting Detail Information

Posting Number AS30P
Open Date 07/17/2017
Open Until Filled Yes
Close Date
Special Instructions to Applicants

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity? (Please be specific)

    (Open Ended Question)

  2. * Have you worked in Higher Ed before?
    • Yes
    • No
  3. * Are you a current employee of the university?
    • Yes
    • No

Documents Needed To Apply

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents