Job Description

This 0.8 FTE position will be performed in a hybrid work environment. Work is performed in a planned split between on-site and remote locations. The supervisor will determine the appropriate balance that meets the needs of the department and the other priorities for workplace flexibility.  

Purpose: The purpose of this role is to build an expert in the area of purchasing. The role is responsible for adherence to the Universities financial policies and producers. Role has independence and has responsibility for maintenance of accounting and budgetary services performed in the Department of Orthopedic Surgery.

Job Duties:

45% Interdepartmental Purchasing and Finance

• Develops and oversees operational workflow for financial procurement for the department.
• Management and preparation of departmental financial procurement for the department, including but not limited to:
  • Travel reimbursements for department
  • Tracking of Resident expenditures
  • Preparing expense reimbursements accurately (including accounts being charged, appropriateness of expense and compliance to appropriate policies and procedures).
  • Authority to approve, return or deny travel authorizations and expense reports based on review.
  • Oversight of purchases within the department.
  • Creation of purchase orders.
  • Complete and track online payments for the department.
  • Vendor set-up/maintenance.
  • Contract for Professional Services.
  • Create and manage purchase orders for the department.
  • Create and manage requisitions on purchase orders for the department.
  • Oversight and management of PCards within the department for multiple department members
  • Management of PCard reconciliations for all PCards in the department.
• Stay current with changing and updated policies for all financial items as it relates to the University.
• Responsible and accountable to non-payroll expenses against yearly budget.
• Responsible for developing the annual non-payroll expense budget in coordination with the Administrators.
• Regular review of account activity four times per year with accountants.
• Independent decision-making on workflow and communication on changes, which may include problem-solving with key stakeholders.
• Travel grants
  • Submission of travel grants for residents and fellows
  • Preparation of grant budgets
  • Management of grant expenses
  • Management of grant budgets
  • Monitors award setup and prepares reimbursement
  • Partner with SAC finance staff to complete post-award documentation

40% Administration

• Create recommendations and implement administrative & financial process improvements across the department.
• Develop training resources and systems for financial policies, procedures, and best practices to use funds effectively.
• Coordinates and organize materials for meetings, workshops or commutations to present for updates around financial changes.
• Develop understanding and management of any ISO within the department.
• Conducts analysis of processes and compliance and makes recommendations for improvement of inefficiencies and effectiveness of operational flow.
• Manage and oversee departmentally issued devices.
• Digitize document management as needed.
• Assist in organizing departmental events.

15% Pre-award Back-up

• Administer operational workflow directly with faculty/residents and serve as the point of contact with all grant submission processes.
• Work with faculty and residents on grant submission processes.
• Serve as a liaison between external stakeholders such as NIH, OREF, NSF, SPA, and Ortho faculty and residents. 
• Interpret policies and procedures as it relates to grant applications to facilitate the submission of competitive grant applications Identify grant opportunities and advise faculty and residents on which grants to apply for based on their experience and the expectations and requirements of the grant. Collaborate with SPA to submit grants on behalf of PIs.
• Troubleshoot any issues that arise during the grant submission process. Collaborate with SPA and SAC to set up internal account strings after grants are awarded. Direct PIs to appropriate areas to procure items needed for their research
• Create summary of critiques from reviewers when grants are not awarded for the purpose of resubmission if applicable manage necessary tax forms, facilitate signed award agreements and aid in Scope of Work criteria, specific to each grant.
• Collaborate with Research Manager in creating budgets, prepare PRFâ™s for routing and manage progress for timely processing. 
• Consult and edit grant writing to ensure it meets the verbiage requirements.

All required qualifications must be listed on resume.

Required:

• High school diploma/GED and four years of general accounts transaction experience. Training may be substituted for some of the years of experience.
• Proven ability to effectively communicate to a large group.
• Ability to work independently.

Preferred:

• Experience in higher education or medical field.
• Purchasing and expense reimbursement experience.
• Knowledge of the University's Electronic Financial System
• Experience with an electronic grants management system
  

About University of Minnesota Twin Cities

The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.

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