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Manager, Cost & Capital Asset Accounting

Apply now Job no: 497320
Work type: Staff
Location: Newark
Categories: Financial Services and Procurement, Full Time

Pay Grade: 32E
 
Context of Job:
Within University Finance, the Controller’s Office oversees University-wide financial accounting and reporting and performs related financial duties. The department maintains the official accounting records and related systems of internal control in accordance with Generally Accepted Accounting Principles (GAAP) and standards set by the Financial Accounting Standards Board (FASB), University policy and procedures, and the requirements of federal and state governmental agencies and external funding sources. The department is also responsible for maintaining the accurate and timely recording of financial transactions and provides accounting and finance-related guidance to other University departments as needed.

Under direction from the Controller, this position is responsible for the indirect cost calculation and proposal submission to the Federal Government. This position is also charged with federal fiscal compliance in the areas of indirect cost and fringe benefits. This position utilizes the CRIS software (Maximus) to optimize the F&A calculation. This position is also responsible for management of the University’s Space Allocation Module (SAM), and conducts, reports and maintains the institution’s space and equipment inventories. Square footage and functional use of space is a critical component of the University’s F&A rate calculation which is used to negotiate overhead rates to recover indirect costs. This position is also responsible for various accounting entries, reconciliations and reporting, including the capitalization and depreciation of capital equipment and facilities costs.

Duties require independent decision-making using professional judgment, knowledge of best-practices and University policy. Interaction with departments is directed toward carrying out University policy in an advisory capacity and involves explanation, discussion and persuasion. This position also provides leadership to one team member who supports the cost and capital accounting area.
 
Major Responsibilities:
Indirect Costs
• Prepare the University’s Indirect Cost proposal for submission to the University’s cognizant agency. Rates are currently negotiated every 4 years.
• Calculate, review and proactively manage the space, equipment, depreciation and administrative components of the indirect cost rate.
• Calculate, review, update and proactively manage the Library Cost Allocation calculation component of the indirect cost rate, including the annual library usage survey.
• Review, update, and maintain the University's Cost Accounting Standards Board Disclosure Statement for Educational Institutions (CASB DS-2) filing.
• Consult and advise departments on proper application of indirect cost regulations, including proper functionalization of space.
• Act as the day-to-day contact for the audit of the Indirect Cost proposal.
• Review University policies and procedures related to indirect costing matters and suggest and implement improvements based upon best practices.
• Monitor and interpret federal regulations related to costing.

Fringe Benefits
• Prepare the University's annual fringe benefits proposal for submission to the University's cognizant agency and act as the day-to-day contact for the audit of the fringe benefits proposal.
• Analyze benefit expenses and prepare schedule of benefit expenses for the annual financial statement audit.

Asset Capitalization and Depreciation Oversight
• Record and maintain accurate data on the capitalization of the University’s property, plant and equipment and related depreciation records including, but not limited to proper valuation and set up of new buildings and capital renovations to capture capital project costs.
• Approve monthly reconciliation process and required monthly journal entries to record all asset activity (additions and deletions), related depreciation and other entries in the General Ledger for both capital equipment and facilities projects.
• Oversee the Equipment Activity Webforms. Ensure the forms, especially the Tagging Webform, is functioning as intended and updating the subsystem and general ledger, when applicable.
• Approve or oversee the approval process of all capital equipment purchases made in UD Exchange.
• Oversee equipment survey process to ensure accurate locations are maintained in the subsystem.
• Prepare or oversee the preparation of all Plant Fund audit workpapers and schedules. Perform year end allocations for the financial statements and various plant related schedules for the University’s 990 and 990-T.

Accounting & Reporting Oversight
• Oversee reconciliation between general ledger and SEFA and prepare the annual federal asset report to support the annual Single Audit. Assist the auditors with the annual equipment inspections.
• Analyze contracts and grant balances and prepare quarterly accounting entry to defer or recognize contract and grant revenue.
• Prepare quarterly entry to defer NIIMBL membership revenue.
• Oversee preparation of periodic external surveys.
• Oversee and manage service centers.

Space Functionalization
• Actively manage SAM. Create space monitoring processes to assure accurate communication regarding the acquisition of new space.
• Conduct periodic space surveys and assure that reported changes are accurately reflected in the system, and to verify the reported use of space.
• Develop a web-based tool that interfaces with SAM for purposes of reporting changes to space, conducting space surveys and analyzing space usage.
• Ensure that the campus is sufficiently trained on the proper coding of space survey data.
 
Qualifications:
• Bachelor's degree in accounting or business-related field and five years directly related experience, or an equivalent combination of education and experience.
• Higher education and/or not-for-profit experience preferred.
• Familiarity with University of Delaware policies and procedures and systems is strongly preferred.
• Ability to effectively summarize and present information using spreadsheet and database applications. Intermediate to advanced proficiency in Microsoft Excel.
• Effective analytical, evaluative and objective critical thinking skills.
• Knowledge of financial and cost accounting principles, practices and procedures. Working knowledge of OMB Federal cost principles and Federal cost accounting standards preferred. Experience in higher education indirect cost calculations and F&A proposal preparation using CRIS software preferred.
Experience with major financial systems, including advanced query and report development. Knowledge of PeopleSoft enterprise software is preferred.
• Ability to multi-task, shift gears quickly, work independently and collaboratively. Ability to meet deadlines while paying attention to details.
• Excellent interpersonal skills, including comfort level interacting with senior level management.
• Ability to effectively present information to business partners and non-financial managers.
• Comfortable with initiating and responding to inquiries with external auditors and other entities as well as with all levels of University staff.
• Ability to interact effectively and professionally with others.
• Team orientation and ability to thrive in a fast-paced environment.
• Strong organizational skills and the ability to prioritize workload and delegate to team members.
• Must be a collaborative team player, curious and disciplined with a strong desire for continuously making improvements.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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