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Business Services Specialist, Office of Research & Sponsored Programs

Company: Wake Forest University
Location: Winston Salem
Posted on: March 16, 2023

Job Description:

Application Instructions:External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page. Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it. Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Career Worklet and select Find Jobs. Locate the position and click Apply. Update your Education and Job History.** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.Job Description SummaryThe Business Services Specialist works independently and performs a variety of administrative and technical functions that assist the Executive Director for the Office of Research & Sponsored Programs (ORSP) and the Vice Provost for Research and Scholarly Inquiry. Collaborates with Grants and Contracts Managers as well as staff in University departments such as Financial Services, Human Resources, and University Advancement. Provides administrative support to ORSP and general administrative functions to include monitoring budgets and business affairs, and interpreting University policies and procedures. Makes decisions and/or advises the Executive Director regarding acquisition and allocation of departmental resources, coordinates the work activities of student employees, and applies analytical and problem-solving techniques to departmental business affairs.Job DescriptionEssential Functions:

  • Processes new and supplemental awards for externally funded projects. Reviews dollar amount, budget terms, and reporting requirements. Communicates with Grants Accounting regarding award set up in Workday.
  • Coordinates internal award process including maintaining/updating program guidelines, application reviews, award set up and notification, extension approval, project monitoring, and closeout.
  • Assists the Executive Director with ongoing analysis of existing policies and procedures, recommends changes for business processes to increase overall effectiveness.
  • Monitors budgets for ORSP and the Vice Provost for Research and Scholarly Inquiry. Maintains and reconciles detailed expense accounts; generates various monthly reports for each fund; informs the Executive Director of irregularities, proceeds with corrective action, and maintains documentation.
  • Manages the close out of grants (internal and external) including reminding researchers of reporting requirements/deadlines; prepares/sends close out reports as needed; assists faculty who request time extensions. Determines record retention period for closed projects and verifies receipt of funds prior to storing files.
  • Prepares subcontract modifications and assists in maintaining subcontract files.
  • Utilizes a variety of technical skills in preparing the ORSP Annual Report, Research News electronic newsletter, and updating the ORSP website.
  • Manages ORSP business operations. Maintains supply inventory, administers internal procurement process to ensure resource needs are met. Coordinates all telephone and office equipment repair, maintenance, and installation.
  • Serves as Cost Center Manager for the department. Reviews all expenses submitted against ORSP accounts to ensure accurate coding and appropriate documentation. Assists with expenditure forecasting; enters and/or approves purchase requisitions; approves invoices.
  • Organizes and coordinates ORSP sponsored events and scheduled meetings, including those for the CRADLE Program.
  • Provides exceptional leadership and effective management of student workers, and temporary staff; trains and provides work direction and problem-solving assistance.
  • Maintains a pleasant and professional manner, greets visitors, answers incoming phone calls, and responds to questions and requests.Other Functions:
    • Serves on committees, as necessary.
    • Oversees responsibility for department website pages updates and changes.Required Education, Knowledge, Skills, Abilities:
      • Bachelor's degree plus one to two years of related experience in an appropriate discipline (i.e., business management, financial management, or office management) or an equivalent combination of education and experience.
      • Proficiency in Microsoft Office software, the internet, and other relevant software.
      • Effective verbal and written communication skills.
      • Ability to analyze and interpret policies, procedures, and financial data.
      • Ability to prioritize responsibilities, organize workflow, and coordinate activities.
      • Ability to work in a team environment.
      • Strong attention to detail.
      • General knowledge of budget development and fiscal management.
      • Ability to interact effectively with a variety of professionals.
      • Demonstrated ability to maintain strict confidentiality of privileged information.
      • Recognize problems, critical issues, and opportunities as they arise and advise accordingly.
      • Self-motivated, proactive, and committed to continuous improvement.Preferred Education, Knowledge, Skills, Abilities:
        • Experience in university research administration.
        • Familiarity with federal, state, and University regulations including federal grant regulations.
        • Experience with Cayuse or other electronic research administration systems
        • Experience with Wordpress.Accountabilities:
          • Responsible for own work.
          • Budgetary responsibilities.
          • Supervises and directs the workflow of student and temporary staff.Additional Job DescriptionWake Forest University requires proof of full vaccination with an FDA approved or authorized COVID-19 vaccine for all positions posted on or after September 13, 2021. Wake Forest University requires that you provide satisfactory proof of full vaccination status to Human Resources within three days of your hire date. You must also maintain full COVID-19 vaccination status, as classified by the CDC, during your employment at Wake Forest University.Consistent with federal, state and local law, Wake Forest University will consider accommodations for disability- and religious-based reasons unless providing an accommodation would result in an undue hardship to the University.If you seek an accommodation from the vaccination requirement for disability- or religious-based reasons, you should contact Human Resources.New employees who are hired into positions posted prior to September 13, 2021, offers of employment made to new employees prior to that date, and employees for positions at Graylyn Conference Center are generally exempt from the vaccination requirement unless the employee's position is otherwise subject to a vaccination requirement due to the essential components of the position as described in Policy.Time Type RequirementFull timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.

Keywords: Wake Forest University, Winston-Salem , Business Services Specialist, Office of Research & Sponsored Programs, Administration, Clerical , Winston Salem, North Carolina

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