Unfortunately, this job is expired as of 6/16/2015.
To continue in your search through the appropriate job categories, click either Administrative Staff, Higher Education Executives, Faculty, Post-Doc and Graduate Assistants, . You can also utilize "guess-free" keyword search tools with up to eight pre-defined criteria. Search for and Apply to academic postings directly from the site. Post your background either confidentially or overtly. Stand out and be discovered!
This position exists to authorize and process financial transactions for the Department of Art, including the off campus Center for Visual Art (CVA).
Works with the Chair, Assistant Chair, Area Coordinators and Program Assistant to plan the use of allotted funds on a short-term and long-term, strategic basis. Prepares program fee increase requests as requested by the Chair. Works with Department Chair and CVA staff to prepare and request approval for projected budgets for future exhibitions and programming at CVA. Monitors the rate at which individual areas are using allotted funds and forecasts future expenditures. Develops, implements and enforces departmental purchasing policies. Reviews purchases made by studio personnel and CVA and Art Department staff for compliance and appropriate use of funds per University policies. Alerts the Chair to anticipated budget shortfalls or problem areas in a timely manner. Anticipates department needs for the fiscal year and prepares open purchase orders and special purchase orders accordingly. Prioritizes work to meet institutional and departmental schedules and deadlines. Reconciles institutional Banner statements with internal records; investigates and resolves discrepancies.
Maintains inventories of studio and office supplies and orders as needed. Receives requests for special order or unusual items; researches availability, pricing and delivery timelines. Selects vendors based on state awards, best price, availability, ability to meet deadlines, etc.; negotiates with vendors to achieve best price and delivery schedule while maintaining compliance with department and University needs and rules. Codes each purchase for the appropriate FOAPA based on the source of funds (OCE vs. program fees, capital equipment, or Foundation). Verifies available funds for each purchase. Completes purchase requisitions, special purchase orders, or service contracts as appropriate; authorizes purchases by signing purchase orders, purchase requisitions or contracts. Orally authorizes faculty or staff purchases based on use of previously selected vendors with valid purchase orders, availability of funds, and reasonableness and appropriateness of purchase. Defers questionable purchases to the Chair for authorization. Prepares purchase requisitions for capital equipment and travel authorization forms for the chair’s review and authorization. Schedules service for repair or maintenance of facilities and equipment as needed.
Accounts Payable and Receivable
Verifies receipt of goods or completion of services; matches invoices to purchase orders, etc.; authorizes payment of invoices by signing them, or disputes amounts due, in a timely manner to allow for prompt payment or resolution. Authorizes payments for certain types of purchases by creating and signing check requests as needed. Reallocates department procurement card purchases to the appropriate funding source and verifies appropriateness of purchases made. Transfers funds to, or requests funds from, other institutions under the tri-institutional agreements for sharing facilities. Maintains smooth working relationships with the University’s accounts payable personnel. Prepares travel authorization forms; collects receipts and other post-travel documentation; verifies pre- and post travel signatures. Works with Auraria Higher Education Purchasing office to prepare bids for vendors that will exceed purchasing limits of more than $10K each year. Assists faculty and staff in the preparation of visiting guest lecturer paperwork. Prepares check requests for artwork sales, student tool kit rentals, study abroad refunds, or faculty and staff reimbursements. Tracks amount of sales tax collected.
Develops internal tracking and reporting systems for all income and expenditures. Tracks spending of approximately $700,000 each year. Ensures the collection and appropriate distribution of over $150,000 in program fees each year. Records available budgets for the department, for each of the areas and for the CVA. Updates records as purchases are made and invoices are paid. Provides records to others (the Chair, program assistant, area coordinators, CVA and office staff, the dean’s office, MSU Denver Foundation, auditors, human resources, student government) as appropriate. Tracks expenditures according to NASAD categories and prepares an annual report for the program assistant for use in completion in the annual Higher Education Arts Data Survey (HEADS). Works in collaboration with the MSU Foundation to prepare a 5-year budget projection for CVA. Tracks grant income and expenditures and reports according to grant requirements. Collects student employee timesheets, reviews them for accuracy and completeness, and enters the hours worked into the BANNER system when the responsible department or CVA staff member is out of the office. Monitors work study fund usage to ensure that students do not use more than their awards. Researches appropriate vendors for contract temporary workers and follows appropriate procedures for hiring.
Collaboration and Committee Service
Works as part of a team with faculty and staff members. Assists with grant writing and reporting. Develops departmental procedures for making purchases and trains staff, faculty and area coordinators in those procedures. Works with Senior Thesis fundraising committees to verify accuracy of financial records and ensure state purchasing policies are followed. Serves as a resource to faculty and staff members in the department or in other University units. Serves on departmental, school or University committees as appropriate, with approval of supervisor. Other duties as assigned.
•Three years of technical accounting experience, including processing, recording, classifying, and verifying financial transactions.
•Three or more years of experience using Microsoft Office software, including using Excel to create spreadsheets and reports for accounting records.
Three semesters (at least 45 semester credit hours) of college, university or non-correspondence business school which includes eighteen (18) semester credit hours of accounting, technical accounting and/or bookkeeping coursework.
•Experience using Banner or related database system.
•Experience using macros, pivot tables and pivot reporting in Excel.
•Experience purchasing in a higher education or government agency setting.
•Experience working with art materials, specialty art supply vendors, art equipment and tool maintenance and repair services, and fine art shipping agents.
•Experience coordinating travel and/or preparing travel authorization forms for professional staff.
•Experience working in collaboration with, and providing training for, colleagues in a professional or educational setting.
IMPORTANT: in order to be considered as applicant YOU MUST FILL OUT THE APPLICATION AT https://www.msudenverjobs.com. Official Transcripts will be required of the candidate selected for hire if the education substitution is used to meet position requirements.
You were inactive for over twenty minutes. To protect you, we have logged you out. Any unsaved data has been lost.