Account Administration Associate I

Job title: Account Administration Associate I

Company: University Enterprises, Inc.

Job description: University Enterprises, Inc. at Sacramento State is seeking an Account Administration Associate I for the Sponsored Programs Administration. As a California State University, Sacramento (Sacramento State) non-profit business auxiliary, University Enterprises, Inc. (UEI) creates and manages programs and services that enhance the University’s educational mission. SPA has two teams, Post-Award Administration and the California Intern Network (CAIN).

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. The CAIN team provides services such as account administration, expenditure processing, budget management, compliance and audit oversight. The team works closely with HR and Payroll staff and serves as a liaison to clients helping them determine and fill their workforce 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.

UEI offers an excellent benefits package which includes:

• Participation in CalPERS Retirement Program
• Paid Vacation Time – starting at 6.66 hours accrued/month
• Paid Sick Time – 8 hours accrued/month
• Paid Holidays – 13 paid holidays per year including paid time off the week between Christmas Day and New Year’s Day as the CSUS campus is closed
• Excellent medical benefits – 100% employer paid medical & dental for employee-only coverage and low cost for family coverage

Apply online by Friday, April 30, 2021

Pay Rate: $2,779 – $3,891 per month

Position Overview:
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 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 administrative and accounting-type support, performs analytical duties, and is assigned projects in order to produce a smooth and cohesive operation within the department. The position reports directly to and receives general supervision from the Manager Post-Award Administration or CAIN Account Administration Officer. The position receives general work direction from the Post-Award or CAIN Analysts.

Duties & Responsibilities:

• 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.
• Enters award information into grants/contracts management database.
• Assists with updating, modifying, verifying, and closing out of grants, contracts, and accounts consistent with department policies and procedures using the applicable software.
• Creates and updates spreadsheets from department billing information, general ledger data, and payroll reports to facilitate accurate invoicing.
• Creates and updates billing reports and recurring journal entries (RJEs) for monthly invoicing using the applicable software.

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

• Assists with report generation and distribution to the Principal Investigators/Project Directors or CAIN clients.
• Manually and electronically updates and maintains logs of department accounts such as faculty time and effort tracking, airfare purchase orders, and advances.
• Creates and updates signature cards for Principal Investigators/Project Directors or CAIN clients.
• Completes forms and form letters, prepares memos, letters, or other correspondence pertaining to team needs.
• Generates and reviews monthly tracking reports such as aged unbilled, advances, and report deliverables for the team.
• Reviews, distributes, and prepares paperwork (e.g., travel requests and claims, purchase orders, and check requests) for the Analysts to process.
• Performs special projects as assigned including, but not limited to, the coordination of supervisor and employee information in the timekeeping system, IT reporting needs, making travel arrangements, planning/organizing special events, scheduling and calendaring meetings, making meeting arrangements, and recording meeting minutes.
• 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.
• Scans documents, prepares emails, makes photocopies, makes campus deliveries, and other job-related duties as assigned.

Minimum Qualifications:

• Demonstrated general office and clerical experience.
• Excellent computer skills including, word processing, data entry, and spreadsheet.
• Excellent oral and written communication skills, interpersonal skills, and skills to effectively function as part of a team and with other departments.
• Ability to function effectively in a detail-oriented capacity, to respond effectively to changes in priorities and overlapping deadlines, and to work independently.
• Demonstrated familiarity with accounting functions and related computer applications.
• Excellent organizational skills and multi-tasking abilities.
• Skills in maintaining a complex filing system (manually and electronically) including numerical files.
• Must pass a background check, which may include fingerprinting. Must continue to meet the established standards.

Preferred Qualifications:

• Experience with CentralSquare ONE Solution software (formerly SunGard/Bi-Tech) or similar grants management software.
• Experience reading and interpreting grant and/or contract language.
• Experience scanning and archiving documents.

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Expected salary: $2779 – 3891 per month

Location: Sacramento, CA

Job date: Tue, 20 Apr 2021 07:15:22 GMT


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