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University of Kansas

Location: LawrenceKS 66044 Document ID: AB015-0NWB Posted on: 2017-02-0202/02/2017 Job Type: Regular

Job Schedule:Full-time
2017-03-04
 

Facilities and Administrative Financial Analyst Intermediate



Position Overview

This is an FLSA exempt position in the Financial Reporting and Management unit of the Comptroller's Office. Reporting to the Assistant Comptroller, this position is primarily responsible for working jointly with Capital Planning and Space Management(CPSM), the KU Center for Research (KUCR), and other departments in various aspects of financial data analysis, building use/room utilization, and helping in support moveable equipment inventory. The primarily focus of this position is the analytical preparation of the Facilities and Administrative (F&A) Cost Rate proposal. Applicants with no experience with an F&A Cost rate proposal, but meet all other qualifications will be considered for the Financial Analyst Intermediate title. Applicants with experience with F&A Cost rate proposals at a University will be considered for the Financial Analyst Senior title.

F&A OVERVIEW
The University's Facilities and Administrative (F&A) cost rate is a negotiated rate with the Department of Health & Human Services (DHHS) and is based upon a complex cost analysis of the University's direct and indirect expenses. The rate represents a significant reimbursement of the University's overhead expenses (e.g. utilities, libraries, equipment usage, and central office support). The reimbursement revenue connected with this rate is critical to both the University as well as the KU Center for Research (KUCR) as it is the key source of corporate revenue for KUCR and is used to support KU's research infrastructure. KUCR collects F&A cost reimbursements from sponsoring agencies for each sponsored project and distributes the revenue collected in accordance with the University's strategic plan to further support campus research.

F&A costs (also referred to as indirect costs) are those expenses incurred for joint objectives that cannot be readily assigned to a specific cost objective or a sponsored project. All current fund expenditures with similar characteristics or purposes are aggregated into common cost categories called "cost pools". The pooled costs are used to calculate rates for instruction, sponsored research, and other sponsored activity that are the basis of a proposal prepared by The Comptroller's Office. The proposal is the foundation for negotiations that determine the actual F&A rates to be applied to grants and contracts. As noted above, the University negotiates its F&A rates with its cognizant agency, the Department of Health and Human Services (DHHS), Cost Allocation Services (CAS), Dallas region. The negotiation process includes a review of the proposal, requests for additional information, and an on-campus visit where Federal auditors inspect physical space and interview F&A staff and selected faculty about the proposal results.


Job Description

50% - Prepare the University's F&A Cost Rate Proposal using the standard format.. Request quantified and financial data from department representatives. Assist with the analysis of financial, equipment, and space data and allocation of such data to optimize the University's F&A cost reimbursement. Perform analysis in accordance with federal guidelines. Review whether costs are allowable, unallowable, reasonable and consistently treated in accordance with OMB Uniform Guidance, and Cost Accounting Standards. Uploads data files into specialized software as a first step toward creating the F&A Cost Rate Proposal. Extract data from proposal preparation software and prepare audit reports under strict time constraints during F&A cost rate negotiation process. Assist in the implementation of well-documented and defensible costing methodologies in accordance with the Uniform Guidance, and Cost Accounting Standards, including the assurance that costs are allowable, reasonable, allocable and consistently treated. Work closely with Senior Financial Analyst, Financial Reporting and Management staff, and KUCR staff in reviewing F&A calculations as the University explores the F&A rate impact of management decisions related to sponsored activities, space management, facility operations, and moveable equipment inventory. Review and update the institution's disclosure statements (DS-2s).

30% - Conduct annual space utilization study of all research space on the Lawrence Campus, in conjunction with CPSM and KUCR staff. The annual space study is one of the most critical components of the F&A Cost Rate Proposal since it determines how most facilities costs, namely depreciation, operations and maintenance, and interest, will be allocated to University major functions (instruction, research, and public service). Space utilization study responsibilities at a minimum include (1) Educating academic department and research unit space coordinators on space data collection in accordance with the Uniform Guidance, and training coordinators to use data collection software (WebSpace); (2) Documenting training procedures for use by space coordinators and Federal auditor on-site visit; (3) Interviewing faculty and administrative staff to determine the activity functions of faculty, staff, and students within each room; (4) Identifying space trends and resolving space discrepancies; and (5) Maintaining a politically correct decorum and professional performance in difficult situations.

15% - Collaborate with Senior Property Accountant during annual physical inventory process of all property and equipment in accordance with State, Federal and F&A requirements. Assist in such inventory, including the placement or removal of inventory bar code labels and photographing equipment, as needed. Analyze annual inventory results to maximize accuracy of equipment component of the F&A cost rate proposal. Recommend changes to annual inventory process as changes to federal guidelines occur.

5% - Perform other related duties as assigned.

Required Qualifications

  • Bachelor's degree in business, accounting or other related field and three years of related experience.
  • Two years' accounting and/or costing experience in a university research environment or similar complex organization.
  • Two years accounting and/or financial reporting related work experience in an automated environment.
  • Excellent written and verbal communication skills as demonstration in application materials and possible interview.
  • Strong organizational skills; ability to organize and document procedures and findings as demonstrated in application materials.
  • Experience with relational databases, spreadsheet, and word processing applications including data retrieval and query development skills as demonstrated in application materials.
  • Experience in working independently and as part of a team as demonstrated by previous work history.


  • Preferred Qualifications

  • Advanced knowledge of Cost Accounting as demonstrated by previous work history.
  • Experience with or a working knowledge of federal guidelines, specifically OMB Uniform Guidance Policy and F&A cost recovery concepts and regulations.
  • Experience using the Comprehensive Rate Information System (CRIS) software
  • Experience using the WebSpace software.
  • Two years' experience conducting space surveys, including room inventory and space utilization.
  • Two years' experience with moveable assets inventory in a large corporation or university institution.
  • Experience using Oracle PeopleSoft Financials ERP system or Oracle Financials in the Cloud ERP system.
  • Experience with state, university or other fund accounting systems.
  • Master's degree in accounting, finance, business or closely related field.
  • Professional experience in a higher education setting.


  • To apply please click here!