Description:
The Project Maintenance Administrator will work collaboratively within the team and frequently across departments and with external stakeholders, initiating discussion, troubleshoot and problem solves to resolve issues. This role will act as a resource to the University staff in the area of Research Accounting administration. A high level of understanding of the impact their decisions on others as well as the impact of their work within the larger context of the University is required.
Responsible for the timely and accurate administration of project set-up, which affects the accounting control and financial reporting of the University's sponsored research and other restricted funds. Working in partnership with faculties, departments, the Vice Presidents' Offices, Research Services and the project holders; administrators ensure that projects are set-up in accordance with the stringent terms and regulations provided by the granting agencies and the policies of the University. Has a solid understanding of the University's fund definitions and partners with Finance to ensure compliance is adhered to. This position is expected to act as a subject matter expert in Project Maintenance to others and be self-directed.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):
Leadership
- Administrators provide advice and liaise with Research Services, CSM Legal, faculties, departments and project holders regarding: Project set-up and administration
- University policies and procedures
- University financial systems
- Administrators are expected to contribute to process and maintenance improvement initiatives and may be required to contribute to special project teams established to evaluate and identify improvements to enhance current and/or new systems that would affect project set-up
Project Management
- Administrators perform all aspects of project set-up, including budget upload, delegation, etc. based on authorized documentation
- Projects are created and classified in PeopleSoft with understanding of the Projects Uses and Limitations, as well as the Project Attribute definitions and implications of the Fund Transfer Rules
- Project SpeedTypes, SpeedCharts, combo/edits and tree manager are set-up and maintained
- Administrators are responsible for the timely and accurate project set-up, and in accordance with the requirements of the granting agency and/or The University administration
Analysis
- Project billing and reporting requirements are documented
- Project budgets are uploaded in PeopleSoft and reconciled in the Commitment Control Ledger when adding or adjusting amounts to projects
- Administrators ensure projects are classified appropriately based on the University's fund definitions and understanding of the Decision Tree Fund Chartfield
- Administrators are responsible for the maintenance of projects, including amendments, budget revisions and processing of Team Authorizations Forms
- Adequate documentation is maintained to support the project activity and reporting thereof
Collaboration
- Working in partnership with faculties, departments, the Vice Presidents' Offices, Research Services and the project holders; administrators ensure that projects are set-up in accordance with the terms and regulations provided by the source of funds and the policies of the University
- Administrators maintain trustworthy and productive working relationships with all stakeholders including University administration, the project holders and the granting agency/sponsor contacts and handle project-related communication and relations