Associate Director of Finance amp Operations Numerical Terradynamic Simulation Group NTSG

Profile

The
Numerical Terradynamic Simulation Group (NTSG)
invites applications for an
Associate Director of Finance & Operations
to join their team. The Associate Director of Finance and Operations for the NTSG is responsible for developing, and maintaining the accounting management structure necessary to accommodate and support NTSG operations. As the Associate Director of Finance and Operations, they must possess a unique set of skills, which assist and augment the Director and partner faculty affiliates with grant proposal preparation and post-award financial implementation. This position must work seamlessly with various UM administrators, departmental staff along with grants and contract personnel. The NTSG Associate Director of Finance and Operations (ADFO) must work closely with federal and state agencies to ensure compliance with all relevant laws, regulations, policies and procedures mandated by Federal agencies, the State of Montana, and other financial stakeholders.
This person will be the Associate Director of Finance and Operations for the unit, and as such, has responsibility for assisting the Director in the development of projects, leading faculty, staff and students in the fiduciary administration of project development and execution. Projects vary depending on the funded scope of work and include, but are not limited to: All UM expenditure of funds, contracted services, subcontracts, and NTSG SPABA accounts. The ADFO oversees the fiscal planning, budgeting, forecasting, accounting and overall fiscal management of the unit. As such, this person will provide analyses and interpretation of finances and fiscal support to the Director, affiliate faculty, advisors, collaborating partners and financial stakeholders. This person is responsible for interpretation and implementation of Federal rules and regulations regarding the administration of federally funded awards. This person is an essential part of the NTSG Center. The ADFO must have the professional standing to bring resolution to any set of complex problems within fiscal operations that are inherent to processes across UM’s multiple departments, faculty, students and research staff, as well as other universities, federal agencies and/or private companies within and outside the State of Montana. This person oversees fiscal and contracting matters on behalf of the unit. They provide (direct/indirect) supervision to all NTSG faculty, employees and students in the office. This person, in effect, supervises all persons that have fiscal association with the NTSG.
This position requires incumbent to have a strong working knowledge of UM systems such as BANNER, Grizmart, UMDW, GTO, Cayuse and International Student hiring processes; working knowledge of hiring components for all levels of UM hires; working knowledge of foreign worker visa and hiring policies; advanced managerial skills; working knowledge of the department and duties performed by others in the unit; working knowledge of **MEMBERS ONLY**SIGN UP NOW***. policies, procedures, practices and resources; working knowledge of applicable federal and state regulations underpinning extramural research projects, project reporting and personnel management; the position may require developing working knowledge of current FERPA regulation and confidentiality requirements.
This position serves under and reports directly to the NTSG Director, but exercises a high level of autonomy and administrative leadership to supervise and coordinate daily operations. The position specifically includes:
The employee assigned to this position coordinates the daily NTSG operations, including the following tasks:
Financial Responsibilities:
Provide fiduciary oversight and analysis techniques for the effective monitoring of all costs and performance of the NTSG accounting system and advise the NTSG Director on all financial matters including the development of key performance indicators
Inform the NTSG Director of essential trends
Develop optimum budget, justification, and supporting documentation to insure compliance with all relevant policy guidelines and instructions
Supervise audit and other inquiries from NASA Headquarters Program Office, Federal and State Auditor's offices and the UM Business Services
Realign budget allocation and commitment/obligation dates as required and prepare justification of revision of plans as necessary
Serve as financial consultant and advisor to program/project directors to expedite solutions to the programs
Conduct purchasing, accounts payable, recharges and contracted services related to NTSG operations.
Human Resources Responsibilities:
Demonstrate extensive knowledge and understanding of UM HR policies and procedures, including preparation and monitoring of required paperwork for processing of foreign worker visas (e.g. J1, H1B).
Initiate and oversee recruitment, interviewing, hiring and contracting processes (when applicable, including renewals) of all NTSG personnel.
Oversee NTSG Payroll
Provide a point of contact and familiarize new staff with NTSG and UM policies and procedures
Review and update NTSG policies
Serve as primary point of contact with HR
Maintain NTSG personnel files
Supervise full-time administrative assistants and part-time student assistants
Technical review and editing of scientific papers, proposals, reports and other documentation from NTSG science personnel
Administrative Assistance Responsibilities:
Negotiate budget implementation details with NASA fiscal managers and submit monthly/quarterly fiscal reports as required by NASA
Oversee all levels of grant management, including the continual assessment and periodic reporting of all project/program events and provide review and analyses of the progress of the financial activities in meeting program objectives
Evaluate cost proposals, establish cost/price objectives, and monitor budget to ensure that the objectives are met within the established financial and labor resources
Prepare cost studies and interpret budgetary and procurement policies and guidelines to assist program/project directors in their decision-making and evaluation of proposals for hardware purchases and support service contracts
Write and implement software to provide budget forecasting requested by NASA
Oversee maintenance of NTSG Web site and database, including working knowledge of Cascade software system
Manage all travel preparations and department adherence to UM travel policies and procedures
Oversee all department Procard purchasing procedure and account maintenance
Serve as the NTSG focal point for the review of all procurement requests, quick-reaction work orders, task assignments and administrative work requests
Act as liaison with campus administrators and with all related Federal and State agencies, NASA centers, foreign countries, universities, industrial entities and stakeholders as appropriate
Coordinate and prepare procurement packages with technical and procurement personnel at UM
Support NTSG administration in scheduling and administrative communications
**MEMBERS ONLY**SIGN UP NOW***. is an Affirmative Action/Equal Opportunity employer and has a strong institutional commitment to the principle of diversity in all areas. In that spirit, we are particularly interested in receiving applications from a broad spectrum of qualified people who would assist the University in demonstrating its five priorities for action
: Place student success at the center of all we do; drive excellence and innovation in teaching, learning, and research; embody the principle of “mission first, people always; partner with place; and proudly tell the UM story.
Position Details
Position is full-time, 1.0 FTE, Letter of Appointment and includes a comprehensive and competitive benefits package
including Insurance package, mandatory retirement plan, partial tuition waiver, and wellness program.
Salary for this position is $48,000 per year commensurate with qualifications.
Required Skills
Thorough knowledge of and/or the ability to learn all of the hiring components specific to UM
Proven understanding of domestic and foreign hiring policies
Demonstrated supervisory experience
General knowledge of policies and procedures; and the ability to learn UM specific policies, procedures, practices and resources
Knowledge of and/or the ability to learn applicable federal and state regulations
Knowledge of current FERPA regulation and confidentiality requirements
Capacity to thrive professionally in a vibrant academic community and to approach complex legal challenges with a growth mindset, flexibility, creativity, and with measured temperament
General knowledge of Microsoft Office suite of applications and other software programs to develop presentations and work product in a variety of formats to meet client expectations.
Minimum Required Experience
Bachelor’s degree in a related field, as well as at least two (2) years of directly related work experience in office administration; or any combination of education and experience that would provide the competencies required to successfully discharge the essential duties assigned to this position
Preferred Qualifications
Experience working in a university setting
Experience working in office administration
Training in UM systems such as BANNER, Grizmart, UMDW, Cayuse and GTO
Experience supervising and training employees
About NTSG and UM
The Numerical Terradynamic Simulation Group (NTSG) is operated as a Center of Excellence under the Vice President of Research at **MEMBERS ONLY**SIGN UP NOW***.. We serve as a focal point for UM research and technology development in satellite remote sensing and Earth system science through extramural research, science leadership and training. Our group consists of ~20 personnel, including research faculty, PhD level research scientists, graduate research assistants, office and technical support staff. Our core office facilities are located on the 4th floor of the Interdisciplinary Science Building (ISB) on the UM campus.
Nestled in at the base of Mount Sentinel and on the banks of the Clark Fork River, UM campus is described as one of the most beautiful in the US. The region boasts unparalleled year around recreational opportunities and a vibrant arts and culture community. UM offers a unique opportunity for professional growth in a magnificent environment. **MEMBERS ONLY**SIGN UP NOW***. offers eligible employees a generous benefits package that positively separates UM from other local employers and offers many programs and policies to support work-life balance for its employees.
Criminal Background Investigation is required prior to the Offer of Employment In accordance with University regulations, finalists for this position will be subject to criminal background investigations. ADA/EOE/AA/Veteran's Preference
Reasonable accommodations are provided in the hiring process for persons with disabilities. For example, this material is available in alternative format upon request. As an Equal Opportunity/Affirmative Action employer, we encourage applications from minorities, veterans, and women. Qualified candidates may request veterans’ or disabilities preference in accordance with state law. References:
References not listed on the application materials may be contacted; notice may be provided to the applicant. Testing:
Individual hiring departments at UM may elect to administer pre-employment tests, which are relevant to essential job functions. Employment Eligibility:
All New Employees must be eligible and show employment eligibility verification by the first date of employment at UM, as legally required (e.g., Form I-9).

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