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Fiscal Officer, Minnesota Sea Grant

This position is part of the UMD Office of Budget and Analysis (OBA) and supports the Minnesota Sea Grant College Program (MNSG) as the MNSG Fiscal Officer (FO). This position is an integral member of the MNSG Leadership Team and a member of the National Sea Grant Fiscal Officer’s Network. The FO will be responsible for managing all fiscal interactions with the National Sea Grant Office (NSGO), the National Oceanic and Atmospheric Administration (NOAA) and the Department of Commerce (DoC) and all pre/post-award fiscal aspects of incoming and outgoing grant proposals. The FO will demonstrate proficiency in applying general and university/program-specific accounting principles including monitoring and reconciling sponsored and non-sponsored accounts and funds; developing revenue and expense projections and strategic planning of project budgets; preparing financial reports; reviewing and analyzing expenditures; ensuring compliance with grant/contract requirements; and reviewing and preparing data and accounts for auditing. The FO will demonstrate proficiency in working with financial and reporting systems relevant to the University of Minnesota, federal granting agencies, and the National Sea Grant College Program (e.g., NOAA-NSGO Planning, Implementation, Evaluation Resources (PIER) program, eSeaGrant,, Federal Performance Project Reporting RPPR, eRA Commons, PeopleSoft and Enterprise Financial Systems, etc.) in accordance with all applicable financial policies and procedures.

(50%) Core Funding National Oceanic and Atmospheric Administration (NOAA)-National Sea Grant Office (NSGO) Budget and Financial Duties

  • Assist MNSG Leadership Team in preparing quadrennial omnibus proposals; creating budget proposals and coordinate budgets of extension, research, communications, and management; monitoring pre- and post-award activity; and submitting federal budget modifications and adjustments.
  • Set up budgets for research projects awarded through MNSG’s biennial RFP competitions, monitor project expenditures and ensure award principal investigators (PIs) are kept informed, ensure that budgets meet NOAA and U of M policies and procedures. Track the progress of awards and regularly track budget amounts compared to actual expenditures.
  • Serve as MNSG’s fiscal liaison to NOAA, UMD sponsored projects office, and PIs.
  • Enter MNSG financial information and staffing metrics into the NOAA-NSGO PIER reporting system.
  • Represent MNSG at the National Sea Grant Fiscal Officers meetings and participate as needed in regional network meetings, Sea Grant week and other Sea Grant Program meetings
  • Prepare budget proposals for extramural grants including completing appropriate forms and preparing financial data and projections.
  • Assist the MNSG Director with MNSG staff effort certifications.
  • Track mandatory federal cash match and assist the MNSG Director in discussions with UMD and the U of M OVPR.
  • Prepare and enable stipends and receipt of funds in support of Sea Grant fellowship holders .
  • Manage pre/post-award financial aspects of special federal grants and projects such as NSGO Strategic Funding Initiatives (NSIs).
  • Prepare and submit NOAA forms as needed for compliance; specifically forms 90-2 and 90-4.
  • Contribute accurate funding data to the monthly MNSG Highlights newsletter.
  • Communicate with staff when budgeting or accounting changes are needed.

(25%) Sponsored Budget and Financial Duties

  • Assist with sponsored proposal development for various federal and state agencies including review of agency requirements, verification that budgets meet university and agency guidelines, and accurate and timely submissions of proposals through the University of Minnesota (U of M) system.
  • Assist MNSG staff with strategic budgeting in the visioning and preparation of extramural grant proposals, contracts, and cooperative agreements.
  • Assist with MNSG’s biennial RFP development, review and help ensure that applicants’ budgets conform to RFP requirements and that proposed match is appropriate.
  • Work with external principal investigators (PIs) over the life of MNSG-supported grants, perform accounting support to monitor expenditures, provide financial reports to PIs, and process no-cost extensions.
  • Work with PIs and Sponsored Financial Reporting (SFR) to ensure all external reporting requirements and all match requirements have been met.
  • Act as liaison among MNSG, Sponsored Projects Administration (SPA), and MNSG-funded PIs regarding research projects, monitor >20 awards from start to close-out.
  • Provide pre-award and post-award support to MNSG staff.

(10%) Non-Sponsored Budget and Financial Duties

  • Prepare and manage MNSG’s annual U of M budget.
  • Prepare expense and revenue transfer requests as needed to correct financial transaction errors and cover cost share expenses.
  • Verify and reconcile accounts for accuracy and request corrections as necessary.
  • Meet on a regular basis with MNSG staff and the leadership team to provide reviews of the program’s financial status, provide financial guidance, assist with financial planning and problem-solving and ensure financial reporting deadlines are met.
  • Meet on a regular basis with University of Minnesota Budget and Finance Office to stay proficient in fiscal policies and procedures.

(5%) Payroll

  • Work with MNSG supervisors and MNSG-supported PIs to ensure accurate and timely payroll reporting.
  • Verify biweekly payroll and vacation/sick leave reporting and approvals.
  • Coordinate U of M effort certification process to meet policy requirements and deadlines.
  • Analyze and monitor personnel and effort changes to projects and, as they occur, process distribution corrections and direct retros to reflect revised level(s) of effort.

(5%) General Duties

  • Serve as a resource on U of M financial policies and procedures to ensure compliance.
  • Serve as liaison between MNSG staff and U of M central financial operations including accounting services, asset management, purchasing, SPA, disbursements, etc.
  • Participate in professional development training opportunities as needed.
  • Maintain currency on the fiscal and financial policies and procedures relevant to the NOAA-National Sea Grant Program, the U of M, and other relevant entities.

(5%) Core Sea Grant Duties

  • Participate in MNSG staff meetings.
  • Provide financial support and oversight in the drafting, review, and production of documents critical to the MNSG program.
  • Maintain MNSG financial and fiscal records according to NOAA-NSGO and U of M record retention policies.
  • Attend state, regional, and national Sea Grant workshops, meetings and training sessions as requested by the MNSG Director.
  • Contribute to and support the overall MNSG mission.

This is a 1.0 FTE, 12-month, on-campus Civil Service Unit position with some flex work arrangements available after the completion of the probationary period. Salary is dependent on experience and qualifications, and the range begins at $29.39/hour ($61,131.20 annually).

  • Job Type: Staff
  • Application deadline: 12/15/2023
  • Organization: Minnesota Sea Grant - University of Minnesota - Duluth
  • Qualifications: REQUIRED QUALIFICATIONS: • BA/BS plus at least four years of professional work experience or a combination of related education and work experience to equal eight years. PREFERRED QUALIFICATIONS: • Bachelor’s degree in accounting, finance or related field • Demonstrated ability to establish and maintain effective working relationships with others including all levels of management; • Demonstrated ability to self-start and take initiative on assignments and follow through with a high level of attention to detail; • Strong communication skills to collaborate effectively with multiple staff members across multiple departments. • Willingness to proactively seek information to solve complex budgeting problems • Willingness and ability to collaborate on budget planning and visioning. • Strong organizational skills with the ability to use good judgment in prioritizing multiple competing priorities; • Demonstrated ability to consistently meet deadlines in a fast-paced environment; • Demonstrated ability to work independently, creatively, and collaboratively in areas requiring problem solving and multitasking; • Demonstrated ability to work independently as well as to be a contributing member of a team. • Experience with U of M financial systems including HR PeopleSoft, EFS and Effort Certification System. • Experience with sponsored projects and non-sponsored program accounting, and pre-award and post-award procedures. • Knowledge of federal and state financial and fiscal regulations as well as U of M financial policies and procedures. • Knowledge of all phases of grant budgeting and sponsored program accounting, reporting, and grant oversight. • Proficiency with Microsoft and Google Suite products
  • How to apply: Apply on website:
  • Location: Duluth, MN
  • Web address:

Contact Information

Marie Thoms

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