Program Manager - Budgeting and Accounting

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Closing Date: Type of Position: Professional Staff - Project/Program Administration Workstudy Position: No Job Type: Regular Work Shift: Sponsorship Available: No Institution Name: University of Arkansas at Pine Bluff The University of Arkansas at Pine Bluff is an 1890 Land-Grant HBCU with a diverse student population, competitive degree offerings and stellar faculty. For more than 140 years, the University of Arkansas at Pine Bluff has worked to create an environment that inculcates learning, growth and productivity while affording a basic need to its students – a chance to advance. The 15:1 student to teacher ratio makes it possible to maintain a learning environment with close interaction between students and faculty while challenging curricula encourage our students to seek and fulfill their potential. You can excel in your chosen field of study through a curriculum of Certificate and Associates degree programs, more than thirty Undergraduate programs, Master’s degree programs and a Doctorate program in Aquaculture/Fisheries. You can also develop workplace readiness through internships, co-ops and fellowships in the U.S. and abroad. Out-of-class experiences and student involvement include more than 90 student organizations, an internationally renowned Vesper Choir, Marching Band, Concert Bands, Wind Symphony, nationally recognized debate team, award-winning theater department and accomplished athletic program. Though the main campus is in Pine Bluff, its reach is worldwide. UAPB has an extended campus in North Little Rock and offers as well as online courses. With the addition of the Arkansas Research and Education Optical Network (ARE-ON), students can engage in information exchange with others anywhere in the world. There are also Research and Extension offices in Lonoke, Newport and Lake Village and collaborations with other colleges and universities in the State through the National Science Foundation funded STEM (Science, Technology, Engineering and Mathematics) Academy. As the second oldest land-grant institution in the state of Arkansas, the mission of this No Excuse University remains the same – to provide a high quality, affordable education with a personal touch. We invite you to Become a Part of the Pride at the University of Arkansas at Pine Bluff. Below you will find the details for the position including any supplementary documentation and questions you should review before applying for the opening. To apply for the position, please click the Apply link/button. If you have a disability and need assistance with the hiring process and require reasonable accommodations, please contact Human Resources at 870.575.8400 . Department: Research and Sponsored Programs | Department's Website: Summary of Job Duties: Position summary The University of Arkansas at Pine Bluff seeks a Project Specialist in Accounting and Budgeting to manage the day-to-day fiscal operations of the Tobacco Prevention Education and Cessation (TPEC) program. This position supports sound financial planning, accurate records, timely payments, and responsible use of restricted funds across all three TPEC program areas: Minority Initiative Sub-Recipient Grant Office (MISRGO). Minority Research Center (MRC). M.S. in Addiction Studies program (GASP). The specialist develops and monitors budgets, reconciles financial activity, reviews expenditures and subgrantee invoices, prepares financial reports, and identifies fiscal risks. The candidate works closely with TPEC leadership, program managers, faculty investigators, ORSP, Grants Accounting, Accounts Payable, Financial Aid, Payroll, Procurement, and other university offices, regarding purchases, personnel charges, student support, contracts, participant payments, and other restricted-fund expenditures. The position maintains separate award-level, program-level, and consolidated budget trackers; monitor actual expenditures, commitments, available balances, and projected needs, and provide timely information to program leaders for planning and decision-making. Essential duties and responsibilities Budget development and financial planning - Prepare and maintain program-level and consolidated TPEC budgets, spending plans, and forecasts in coordination with program leaders and the appropriate university offices. - Track approved budgets, expenditures, outstanding commitments, available balances, and projected year-end positions separately for MISRGO, MRC, and Addiction Studies, as well as by award, funding source, and budget category. - Analyze spending patterns and budget variances; identify potential deficits, unspent balances, and upcoming obligations; recommend adjustments for authorized review and approval. - Prepare financial analyses for personnel, student support, subgrants, research activities, travel, supplies, contracts, and other approved program costs. Provide budget information to support funding proposals and sustainability planning. Accounting review and reconciliation - Reconcile program tracking records to official university financial records at least monthly; verify transaction coding, supporting documentation, payroll charges, commitments, and available balances. - Investigate discrepancies, duplicate charges, and unsupported or misallocated costs. Document findings, coordinate proposed corrections with authorized offices, and track resolution. Expenditure review and payment coordination - Review purchase requests, invoices, travel reimbursements, consultant charges, student payments, and other expenditures for budget availability, documentation, and consistency with approved activities and applicable requirements. - Prepare and route financial documents through established university processes. Coordinate purchase orders, contracts, invoice submission, and confirmation of goods or services received with the responsible staff and offices. - Maintain a payment tracking log showing receipt dates, required documentation, submissions, outstanding items, follow-up actions, and payment status. Promptly resolve documentation gaps and escalate overdue or unresolved items. - Coordinate with program managers and university offices to verify that personnel and student charges follow approved budgets and required payroll or effort documentation. Subgrantee and research award fiscal monitoring - Review MISRGO subgrantee and MRC research project budgets, financial reports, reimbursement requests, and supporting records for accuracy, approved costs, and adherence to funding terms. - Compare expenditures with approved budgets and payment schedules; coordinate with program staff to confirm required deliverables or approvals before recommending payment. - Review the financial provisions of subgrant agreements and amendments with ORSP and other authorized offices. Track award amounts, commitments, disbursements, reporting deadlines, and remaining balances. - Conduct financial monitoring reviews and site visits, as assigned, to examine records and internal controls, document findings, provide technical assistance, and follow corrective actions through resolution. - Provide guidance to grantees, faculty investigators, and program staff on budget preparation, financial documentation, reimbursement requirements, and fiscal reporting. - Retain the responsibility for reviewing subgrantee budgets, reimbursement requests, financial reports, and supporting documentation, as well as tracking required reports, payments, corrective actions, and closeout needs. Financial reporting and fiscal compliance - Prepare monthly internal financial summaries and quarterly, annual, and closeout financial reporting packages required by funding agreements, including Arkansas Department of Health reporting, as applicable. Reconcile reports to official records and route them for authorized review and submission. - Maintain financial reporting calendars and organized records for all reporting, monitoring, payment and closeout activities across three programs, secure records supporting expenditures, budget revisions, financial reviews, and reporting. Follow applicable university and funding-source retention requirements. - Monitor financial activity against approved budgets, award conditions, university policies, and applicable sponsor requirements. Identify and promptly elevate questionable costs, material variances, payment delays, and other fiscal concerns. - Support audits, monitoring visits, and closeout through financial schedules, final reconciliations, review of outstanding obligations, and coordinated responses. Coordination and scope of authority This position is dedicated to fiscal management across MISRGO, MRC, and Addiction Studies. It performs routine financial monitoring, analysis, reconciliation, and documentation review within approved budgets and procedures, and provides updates and recommendations to TPEC leadership. Grants Accounting retains institutional accounting authority, official accounting transactions and records, and its assigned reporting and invoicing functions. The specialist coordinates financial work with that office. Program managers and the Sponsored Programs Fiscal and Program Analyst oversee nonfinancial workplans, deliverables, and performance reporting. The Grants Development and Research Specialist leads funding development and research. This position supplies financial information to support their work. Refer material compliance questions, policy exceptions, institutional commitments, and significant corrective actions to the ORSP Director and authorized officials. Payments, contracts, budget changes, and sponsor submissions follow delegated university authority. Perform other assigned TPEC accounting and budgeting duties. Qualifications: Minimum qualifications - Bachelor’s degree in accounting, finance, business, or a related field, with demonstrated accounting experience. - At least five years of relevant administrative and accounting experience, including budget preparation, financial reporting, reconciliation, or expenditure monitoring. - Proficiency in Microsoft Excel, including formulas, financial tracking, and analysis, and experience using accounting or enterprise financial systems and Microsoft Word. - Ability to interpret budgets and financial requirements, maintain accurate records, identify discrepancies, manage competing deadlines, and handle confidential information responsibly. - Strong written, verbal, and interpersonal communication skills and the ability to work effectively with university staff, faculty, and community partners. - Experience with sponsored programs restricted-funds. Preferred qualifications - Master’s degree in accounting, finance, business administration, or a related field. - Experience with sponsored programs, restricted funds, public-sector or university accounting, subgrantee financial monitoring, or public health programs. - Experience with Workday or a comparable university financial system, financial dashboards, audit support, and grant financial reporting. Qualification Equivalencies: Additional Information: Travel within Arkansas is required as needed for subgrantee financial monitoring, technical assistance, and program meetings. Applicants should submit a letter of interest, résumé, and contact information for three professional references through the university’s designated application process. Salary Information: $55,000 - $65,000 Required Documents to Apply: Cover Letter/Letter of Application, List of three Professional References (name, email, business title), Resume Optional Documents: Special Instructions to Applicants (Please upload all required documents in the "Resume" attachment section of your application to be considered for this position): Recruitment Contact Information: Ms. Sharron Williams Employment Manager Human Resources University of Arkansas at Pine Bluff 1200 North University Drive Pine Bluff, AR 71601 Phone: (870)575-8403 williamssm@uapb.edu All application materials must be uploaded to the University of Arkansas System Career Site https://uasys.wd5.myworkdayjobs.com/UASYS Please do not send to listed recruitment contact. Pre-employment Screening Requirements: No Background Check Required The University of Arkansas at Pine Bluff may conduct pre-employment background checks on certain positions for applicants being considered for employment. The background checks may include a criminal background check and a sex offender registry check. Required checks are identified in the position listing. A criminal background check or arrest pending adjudication information alone shall not disqualify an applicant in the absences of a relationship to the requirements of the position. Background check information will be used in a consistent, non-discriminatory manner consistent with the state and federal law. The University of Arkansas is an equal opportunity institution. The University does not discriminate in its education programs or activities (including in admission and employment) on the basis of any category or status protected by law, including age, race, color, national origin, disability, religion, protected veteran status, military service, genetic information, sex, sexual preference, or pregnancy. Questions or concerns about the application of Title IX, which prohibits discrimination on the basis of sex, may be sent to the University’s Title IX Coordinator and to the U.S. Department of Education Office for Civil Rights. Persons must have proof of legal authority to work in the United States on the first day of employment. All application information is subject to public disclosure under the Arkansas Freedom of Information Act. Constant Physical Activity: Hearing, Manipulate items with fingers, including keyboarding, Sitting, Talking Frequent Physical Activity: Hearing, Manipulate items with fingers, including keyboarding, Sitting, Talking Occasional Physical Activity: Hearing, Manipulate items with fingers, including keyboarding, Sitting, Talking Benefits Eligible: Yes