Scheduled Hours

37.5

Position Summary

The Administrative & Financial Coordinator provides essential administrative support for the CURB, an NSF-funded large-scale Engineering Research Center. This position is responsible for coordinating center-related activities, facilitating communication among center members, supporting research activities, and contributing to the Education Workforce Development (EWD) and Diversity, Culture, and Inclusion (DCI) initiatives. The position will also participate in the financial management of CURB and serves as a liaison to SPA, School and Departmental financial teams. This role is crucial for ensuring the smooth operation of the center and supporting its strategic goals.

Job Description

Primary Duties & Responsibilities:

Post-Award and Financial Administration 

• Support the research center in managing post-award tasks, including entering transactions, processing reimbursements, and ensuring timely submission of all financial documents.
• Track the project budget, ensuring compliance with funding agency guidelines and university policies. Regularly review expenses against approved budgets and identify discrepancies or potential issues.
• Generate and maintain accurate financial reports, providing stakeholders with timely overview of project expenditures, remaining balances, and any upcoming financial deadlines. Ensure reports are tailored to sponsor and institutional requirements.
• Generate financial portion of the annual report.
• Assist in preparing semiannual financial projections of future award period.
• Assist in coordinating sub-awards, ensuring that all necessary documents are submitted within needed timeline, expenditures are tracked, cost share are met, and payments are processed in accordance with the terms of the agreement.
• Act as the liaison between the research center, SPA, and the department or college’s financial management team. Ensure clear communication on financial matters, facilitating coordination between internal and external stakeholders.
• Assist with additional post-award research activities: Provide general administrative support for other post-award tasks as necessary, including compliance reviews, effort reporting, and financial audits.

Coordinate Center Activities

• Organize and manage logistics for center-related events, including meetings, seminars, workshops, retreats, and EWD/DCI initiatives.
• Arrange facilities, schedule events, and host virtual platforms.
• Facilitate the participation of invited speakers and visitors, including travel and itinerary arrangements.
• Record minutes at meetings and maintain documentation of lectures and seminars.

Center Communications 

• Manage center communications across Washington University in St. Louis, University of Delaware, Texas A&M University, Prairie View A&M University, and other subaward recipients.
• Distribute internal newsletters and updates to keep all stakeholders informed.

Support for Executive Team and Governance Bodies

• Support the Executive Team and Research Thrust Directors in coordinating meetings and communication.
• Facilitate communication and logistics for the Student Leadership Council, Scientific Advisory Board, Industrial Advisory Board, and Social and Environmental Justice and Workforce Board.
• Assist in implementing the Convergent Team Communication Strategies to enhance collaboration across CURB partners.

Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications:

No specific certification is required for this position.

Work Experience:

Administration And Office Support (5 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

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