Post-Award Grants Specialist

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JOB DESCRIPTION / ROLE

Employment: Full Time

To process all faculty post-award requests related to awarded research programs and faculty consulting accurately and timely in accordance with AUS policies and procedures. Ensure proper record maintenance and budgetary controls for all research grants and consulting contracts. Correspond with faculty, staff, the relevant college Dean and the Office of Research regularly to answer all of their queries to ensure smooth functioning within the department. Enter information correctly into Banner and reconcile accounts as needed.

Job Responsibilities:
• Liaise with faculty, the Dean’s office, the Office of Research, Procurement, Logistics and other necessary offices to facilitate the processing of invoices, purchase orders, receiving documents and expense reports for the processing of the required payments timely and accurately.
• Ensure prompt invoicing, in accordance with grant/contract terms. Ensure internal and external reimbursements are processed in accordance with the grant/contract terms.
• Reconcile AP accounts, resolve vendor queries, review and verify invoices submitted by vendors for payment to ensure accuracy of all transactions.
• Ensure correct and timely entry of invoices on the system (Banner) as per payment terms (PO) charging the correct cost centers and accounting codes to ensure the proper recording of data.
• Liaison with the Office of Research to coordinate issues relating to receiving and approvals to ensure proper entry of data.
• Process vendor payments timely based on the payment terms stipulated on the purchase order. Ensure that the invoices submitted are accurate and the details agree to the relevant purchase order. Process employee travel and other reimbursements promptly in accordance with the AUS policy.
• Process approved advance payment requests to faculty and staff.
• Maintain detailed records of all research grants and consulting contracts to ensure accurate reporting. Liaise with the Office of Research regarding the internal and external research grants to ensure all expenses are approved and sufficiently accounted for.
• Generate reports to reconcile budget status for each grant/contract.
• Prepare regular reports detailing the number and AED amount of grants and consulting contracts, by relevant school/college, detailing the amount of Indirect Cost (IDC) Recovery funds, opening balance plus additions and expenditures.
• Process JV for the distribution of the IDC percentage allocation to various AUS recipient organization in accordance with the contract terms and the IDC policy.
• Ensure university policies related to accounts payable, research grants and consulting contracts are adhered to at all times
• Perform other duties as directed by Supervisor and/or Finance Office Management.

REQUIREMENTS

Required Qualifications/Skills/Experience:
• Bachelor’s degree in accounting, finance or a related field, or relevant experience.
• Minimum of 2-3 years in a relevant position with basic budgeting experience
• Excellent English language communication skills, both verbal and written
• Computer literate including MS Office – particularly Word and Excel
• Ability to read and interpret common technical journals, financial reports and legal documents
• Good organizational and multitasking skills
• Excellent time management skills with ability to meet firm deadlines
• Analytical skills to define problems and draw valid conclusions
• Customer service focus with strong interpersonal skills
• Business writing skills with ability to respond to inquiries or complaints
• Ability to exercise extreme confidentiality, discretion and critical judgment
• Ability to take initiative in finding solutions and suggesting improvements

Preferred Qualifications/Skills/Experience:
• Accounting/GL/AP experience
• Worked in a University Setting
• Experience with Banner
• Problem-solving skills
• Research/grant budget experience
• Bilingual (Arabic)

ABOUT THE COMPANY

American University of Sharjah (AUS) was founded in 1997 by His Highness Sheikh Dr. Sultan bin Muhammad Al Qasimi, Supreme Council Member and Ruler of Sharjah. The university was envisaged by His Highness as a leading educational institution in the Gulf region. Located in University City, Sharjah, AUS is a not-for-profit, independent, institution of higher education formed on the American model.

It offers 26 majors and 45 minors at the undergraduate level, and 14 master's degrees through the College of Architecture, Art and Design; the College of Arts and Sciences; the College of Engineering; and the School of Business Administration. These programs are designed to meet the challenges of a competitive and dynamic business and industrial environment.

As a provider of quality higher education in the Gulf, AUS is licensed and its programs are accredited by the Commission for Academic Accreditation of the Ministry of Education's Higher Education Affairs Division in the United Arab Emirates. AUS is accredited in the United States of America by the Middle States Commission on Higher Education.

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