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Position Details

Position Information

Announcement Number STAFF - VA - 25378

For questions regarding this position, please contact:

Katie Olson

(406) 994-1982

[email protected]

Classification Title Compliance Spec

Working Title Compliance Specialist

Brief Position Overview

The Compliance Specialist represents a great opportunity in the Office of Sponsored Programs ( OSP ) for a dynamic candidate with exceptional multi-tasking and organizational skills. The individual in this position will provide direct financial and administrative support to the OSP Subaward area.

Position Number 4M0644

Department Office of Sponsored Programs Admin

Division Office of Research and Economic Development

Appointment Type Classified

Contract Term Fiscal Year

Semester

If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary Salary range of $22.572 to $28.215 hourly, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

Position Details

General Statement

The Office of Sponsored Programs ( OSP ) serves as the central administrative entity responsible for approving research proposals to federal, state, and private sponsors for external research funding and implementing awards resulting from these proposals, including associated regulatory and financial requirements. When working collaboratively on research projects with other entities, research subaward agreements to other organizations are generated, executed, and monitored by the OSP Subaward team.

Duties and Responsibilities

+ Creates and maintains electronic and paper records on an average portfolio of over 500 unique subaward accounts. Prepares, routes, and tracks a wide variety of forms and documents both internally and externally related to subaward funding, ensuring agreements and modifications are processed in a timely manner, that all supporting documentation is received, up to date, and in accordance with sponsor requirements. Includes managing subaward administrative and financial closeout processes and archiving.

+ Performs accounting functions for all subawards funded through OSP . The portfolio of subawards is growing rapidly, and currently includes over 450 subawards with expenditures of $32.5 million in FY24.

+ Ensures the accuracy of subrecipient invoicing through pre-audit review, verifying expenditure of funds in accordance with federal, state and private rules and regulations, approves the release of subrecipient payments, reconciles subaward payments between the OSP Subaward Application database and Banner, identifies and corrects accounting errors and develops methods to avoid recurring errors both internally and with external subrecipients.

+ Researches, analyzes, and monitors subaward budgets to ensure compliance with granting agency requirements from various funding sources.

+ Evaluates existing practices against the changing needs of subaward management. Takes initiative to develop and implement changes to accommodate growth, increase efficiencies, and to support increasingly electronic processes.

+ Assists in development, implementation and enforcement of fiscal policies and procedures to ensure all subaward processes and transactions are following University, State and Federal regulations.

+ Participates in relevant departmental and university process improvement initiatives. Communicates and implements these changes as they relate to the subaward function.

+ Tracks cost overruns, cost sharing and IDC’s on subaward accounts and evaluates subaward fiscal and compliance disposition prior to proceeding with new awards or amendments to existing awards. Follows up with subrecipients, MSU PIs and MSU Compliance offices on any issues including budgets and allowable costs, Human Subject work, research involving Animals, Controlled Research, and Technology Transfer concerns. Ensures proper approvals are in place and documented per the Uniform Guidance requirements in the Code of Federal Regulations, Montana State University policies and procedures, and State of Montana policies and procedures.

+ Assists with training and outreach of OSP Subaward policies and procedures on an individual or campus wide basis as needed.

+ Provide management of subrecipient registration requirements in SAM .gov, ensuring registration type is appropriate for business purposes, helping entities navigate the registration process by providing education, information and troubleshooting guidance.

+ Manage the content of all subrecipient communication – transmittal templates for new awards, amendments, and multiple types of information requests.

+ Serves as the liaison between the OSP Subaward team and MSU’s Central Offices, including University Business Services, Procurement, and Fiscal Shared Services. Works with these groups both high-level and in-detail to facilitate effective processes and procedures between the teams and to troubleshoot business process issues and transactional issues.

+ Performs other duties as assigned.

Required Qualifications – Experience, Education, Knowledge & Skills

+ Bachelor’s degree in Business, Finance, Management or related field, or an equivalent combination of education and/or experience.

+ Demonstrated experience with administrative and accounting principles, practices, and techniques.

+ Progressively responsible experience in accounting or related field.

+ Demonstrated experience using personal computers and various software including Outlook, Excel, and Word, as well as experience working with databases and the Internet.

Preferred Qualifications – Experience, Education, Knowledge & Skills

+ Experience using Banner software.

+ Demonstrated financial and administrative experience in externally funded research grants and contracts.

+ Familiarity with state and federal regulations including OMB Uniform Guidance Circular.

The Successful Candidate Will

+ Possesses excellent written, oral, and interpersonal communications skills.

+ Can execute multiple tasks and respond to multiple demands with minimal supervision.

+ Ability to prioritize workload and meet deadlines.

+ Produces high quality work by maintaining organization and attention to detail with limited supervision.

+ Demonstrates self-motivation and ability to follow through, independently, on tasks and projects to completion.

+ Demonstrates ability to exercise sound judgment in decision making and interpreting and applying policies and procedures with a diverse set of tasks.

+ Performs detailed work with a high level of accuracy and efficiency.

+ Responds to rapid change and growth and utilize new technologies.

+ Works effectively in a fast paced, growth-oriented environment.

+ Provides quality customer service to members both internal and external to the organization.

+ Represents OSP and Montana State University in a professional and courteous manner.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Posting Detail Information

Number of Vacancies 1

Desired Start Date Upon completion of a successful search

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on May 28, 2025; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.