Position Summary: The Senior Accountant and Analyst (SAA) develops and maintains appropriate processes and procedures to ensure timely and accurate reporting of institutional accounting activity regarding contracts, grants, and other financial records. The SAA’s primary duties include the following: Serving as the Business Affairs Office (BAO)’s liaison to the Academic Affairs in area of sponsored research; Collaborating with others in BAO to support the accounting function at the College and develop various reports, projects and analysis; and supporting the College’s Enterprise Resource Planning (ERP) System. Responsibilities are performed independently and under the supervision of the Associate Vice President for Business Affairs/Assistant Treasurer. Critical skills associated with this position are strong organization skills, attention to detail, initiative and the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. The SAA interacts with a broad array of constituencies which includes members of the President’s Cabinet, faculty, staff, and representatives from the other Claremont Colleges and The Claremont Colleges Services (TCCS).
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
Duties and Responsibilities
Review budgets of all sponsored research proposals, ensuring compliance with the College’s internal policies and federal regulations.
Coordinate approval of proposal budgets with Associate Vice President for Business Affairs/Assistant Treasurer.
Assign account numbers for newly awarded sponsored research agreements. Coordinate communication of new account numbers to the Principal Investigator, Academic Affairs, College Advancement, and TCCS Financial Services.
Process special payment authorizations and journal vouchers.
Prepare bi-annual time and effort reporting certifications for Principal Investigators.
Oversee billing of private sponsored research contracts, as needed.
Respond to inquiries of faculty and staff regarding sponsored research financial matters.
Oversee development of federal clinic proposal budgets. Assists in the submission of federal clinic proposals, as needed.
Coordinate with Clinic Directors to ensure that contracts are received for each clinic project.
Serve as liaison to the Clinic Directors. Attend quarterly meetings of Clinic Directors.
Regularly monitor Clinic Receivables and coordinate collection efforts with Academic Affairs and Clinic Departments
Deposit clinic receipts. Update clinic reconciliation spreadsheet for new receipts.
Prepare and submit journal entries, as needed.
Update and maintain the relevant sections of the college website. Participate in annual training on accessibility issues. Stay abreast of accessibility issues by learning from the Student Accommodation Advisor, on-line resources, and attending workshops as needed. Review quarterly accessibility reports for the website and resolve issues in a timely manner. Support the College goal of reducing barriers to accessing electronic content where feasible and appropriate.
Assist with accumulation, analysis, and processing of various Business Affairs transactions, processes and reports. Assist with reviewing and correcting operational journals in Workday and correct errors which may require working with the Director of Budget and Finance, AVP for Business Affairs/Assistant Treasurer, or other staff in Business Affairs, Human Resources, other campus departments, and TCCS.
Independently and collaboratively work on and coordinate various reconciliations, process improvement initiatives, and analyses of College functions:
Analyze current practices and procedures.
Recommend changes or new approaches.
Support various reconciliations, survey responses and external reporting
Prepare or assist with preparing a variety of documents related to projects such as reports, policies, analyses, flow charts, and spreadsheets.
Prepare narratives and presentations to different constituencies.
Review reports for accuracy and conformance to appropriate internal and external regulations.
Collaborate with the Facilities and Maintenance Department in support of capital project accounting. For large capital projects, the position is responsible for the maintenance of project budget to actual records in collaboration with Facilities and Maintenance staff as well as the AVP for Business Affairs/Assistant Treasurer.
In collaboration with other Business Affairs staff, maximize the utilization of the College’s ERP system. Solutions may include coordinating end-user training on existing reports, creating new reports or partnering with AVP for Business Affairs/Assistant Treasurer and the Enterprise Business System Services at TCCS to advocate for the development of new functionality.
Ensure adherence to College finance and business policies as well as applicable regulations and laws in delivering services to constituents through training and by designing processes that are not only compliant but efficient for end-users.
Evaluate manual and automated financial accounting and business practices to identify opportunities to gain greater efficiency through business process configuration and reporting.
Partner with other Business Affairs staff to serve in certain business process roles in Workday.
Maintain proficiency by continually updating knowledge through appropriate means.
Prepare various reports and analysis as requested.
Keep abreast of laws, tax and other regulations, trends and best practices.
Back-up support for budget management and monthly financial reporting.
Other related duties as required/assigned.
Knowledge, Skills and Abilities
The ability to work independently exercising discretion and judgment in the performance of job responsibilities as well work collaboratively with team members.
Demonstrated analytical skills and proficiency in using various software (on-premise or cloud) and spreadsheets (e.g. Microsoft Office software) and the ability to adapt to and learn new software (including Workday or other cloud-based systems) and electronic processes.
Knowledge of generally accepted accounting principles (knowledge of principles as they pertain to educational institutions preferred).
Excellent oral, written and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work. Ability to maintain open channels of communication with student, faculty, staff and off campus constituents.
Strong experience troubleshooting and quickly resolving questions and concerns from various constituents.
Strong and effective interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time.
Efficient and effective in prioritizing work on simultaneous projects with an ability to meet deadlines.
Flexibility, self-motivation, able to take a hands-on approach to work and a customer service orientation.
Ability to effectively work individually or in teams as well as with diverse groups.
EDUCATION: Bachelor’s Degree in accounting, business administration or related field is required.
EXPERIENCE: Combination of required degree with related experience in sponsored research that provides the knowledge and skills to perform the essential functions of the position. Experience with National Science Foundation and similar grants commonly found in institutions of higher education is highly desirable.
HOURS: The regular hours for this position are 8:00 A.M. to 5:00 P.M. (with a one hour meal period), Monday through Friday. Hours may vary due to the needs of the department.
CLASSIFICATION and STATUS: This is a full-time, 12 months per year, benefits-eligible, exempt position.
REPORTING: This position reports the Associate Vice President for Business Affairs/Assistant Treasurer.
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
All faculty and staff (including contract workers) who are employed at HMC and for whom the COVID-19 vaccine is approved/authorized by the FDA, must be vaccinated against COVID-19, and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
This job description defines the essential or fundamental job duties of the employment position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health and safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.