Financial Service Center Coordinator - College Engineering and Applied Science

Job Summary

The College of Engineering and Applied Science (CEAS) at the University of Colorado-Boulder welcomes applications for a Financial Service Center Coordinator! Within CEAS, this position is responsible for and provides support for unit purchases, travel authorizations, reimbursements, procurement card and travel card reconciliation, payroll expense transfers, Journal entries, and financial tracking. The position provides training and mentorship to CU employees regarding travel and procurement, payroll expense transfer, and journal entry policy and procedures.

Founded in 1893, CEAS at CU Boulder is the second largest of seven schools and colleges at one of the nation's top public research institutions. As Colorado's flagship university, CU Boulder has selective admissions standards and a comprehensive array of undergraduate and graduate programs.

The college’s mission is to generate new knowledge in engineering and related fields, and to equip students from a diverse set of backgrounds to become leaders and citizens responsible for the betterment of individuals and society. Our vision is to be a recognized world leader for excellence and innovation in engineering research and education, with an emphasis on inclusive excellence, active learning and global society.

• Processes unit expense reimbursements. Reviews documentation to ensure it is complete and applicable to the specific reimbursement.
• Communicates with all interested parties regarding available procurement options to reduce risk to both faculty, staff, students, and the University regarding reimbursement delays, documentation inadequacies, taxation, and other related accounting issues.
• Collects documentation to support reimbursement and confirms funding and allocation, ensuring correct speed type for all reimbursements.
• Collects all documents to ensure international tax compliance is met for all reimbursements.
• Ensures proper workflow and approval are in place to facilitate the processing of all reimbursements in a timely manner.
• Investigates when issues arise with missing payments. Processes Warrant Adjustments to re-issue payments or cancels them as needed.
• Processes Study Subject Payments and Payment Authorizations.
• Writes, implements, and trains on policies and procedures related to departmental expense reimbursements.
• Provides expense reimbursement support to the unit as needed.

• Coordinates procurement activities within the assigned unit.
• Facilitates contract management of purchase orders and agreements, including anticipating expiration and renewals, processing invoices, monitoring contract terms and conditions, and maintaining successful vendor relationships.
• Processes and facilitates departmental approval of invoices for payment to outside entities by auditing and authorizing vouchers in comparison to purchase orders, verifying accuracy and compliance with purchasing terms and conditions, and Federal, State, and University rules and regulations.
• Audits and processes payment documents and ensures accuracy of charges.
• Provides mentorship to the unit when the requested purchase is complex and requires additional documentation such as sole source and competitive solicitations. Provides professional judgment as to the best acquisition method and ensures that supporting information is provided.
• Acts as the primary unit liaison with vendors, other units, and the Procurement Service Center.
• Compiles and maintains documentation as part of the procurement process to ensure the department is audit-ready for any outside requester: CU internal audit, State of Colorado, and federal sponsors.
• Serves as central point of contact for item returns including complex shipping concerns involving large items, customs, and import/export regulations.
• Procures goods and services up to $5,000 for a unit using a university issued procurement card as needed. Purchases goods and services including performing research to ensure costs for goods and services are reasonable, appropriate, allocable and within compliance; coordinates the issuance of purchase orders; processes payments using procurement card, purchase orders, or payment vouchers; and tracks and verifies delivery of goods and services.
• Creates purchase order requisitions for purchases over $5,000 for approval and ensures appropriate documentation, i.e., vendor W-9 or W8
  
  BEN form is sent to procurement, vendor quote or invoice is attached, and the sole source justification is included when situation demands.
• Corrects problems with transactions including sales tax charges.
• Reviews sole source justification forms and any related documentation (i.e. bids, waivers, Scope of Work, warrant adjustments, payment authorizations and vouchers, etc.) to ensure that they are written correctly and determine if they meet Procurement Service Center guidelines for submission.
• Assists vendors in being set up in CU Marketplace.
• Identifies, investigates, and helps…