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Grants Accountant

Apply now Job no: 500340
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Official Title: Post-Award Sponsored Programs, Grants & Contracts Accountant I (Inst)
Business Title: Accountant
Employment Class: Non-Instructional Academic Staff
FTE: 1.0
Compensation: $51,000 - $68,000
FLSA Status: Exempt
Terms of Employment: Fixed-Term Renewable
Position Summary:

Performs complex accounting duties. Serves as primary liaison between faculty and the Office of Sponsored Programs (OSP) for management of funded grants. Coordinates the functions between, and among, administrative and academic units across campus and the Financial Services Office to ensure appropriate management of funded grants and contracts. Implements University policies and procedures to ensure institutional compliance with granting agency regulations and policies. The position provides direct assistance to Principal Investigators in the development and submission of competitive proposal budgets to Federal, corporate, and private agencies. The position also performs monthly bank reconciliations and other general accounting functions. May lead and be a resource for others in the unit.

Occasional hybrid work option will be considered.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

Award Management

  • Implement and execute cash draws on all UW Oshkosh federal programs, ensuring complete and accurate documentation per all Federal and UW System regulations.
  • Work with faculty and staff to monitor project progress to assure compliance with terms and conditions of award, including representation on appropriate boards and committees.
  • Maintain spreadsheets to track awards and collaborate with the Office of Sponsored Programs to ensure record-keeping consistency.
  • Ensure that payroll distributions are processed and appropriately charged to grant accounts, and that time and effort reports are appropriately maintained.
  • Collaborate with the Student Financial Aid Office on the draws, queries, and procedures for federal aid: Direct Lending, PELL, Supplemental Education Opportunity Grant, and Nursing Loans, reconciling in collaboration with that office at each year’s end.
  • Calculate the annual campus fringe benefits rate for extramural grants using the UW System developed fringe benefits rate tool, making adjustments and communicating with UW System personnel throughout the process; Run monthly fringe assessment on all state and federal grant accounts.
  • Coordinate with departments on the payroll distribution forms for Principal Investigators’ summer payments, Direct retroactive payments for reassign time on grants, and for account number changes, working closely with departmental personnel
  • Reconcile accounts as necessary; monitor and transfer indirect cost allocations; process direct retroactive payments and cost transfers


Grant Administration Support

  • Work with faculty and staff to coordinate budget development across University units, ensuring that
    • Cost-sharing and other institutional commitments are clearly understood.
    • Appropriate resources are identified to meet those commitments.
    • Appropriate mechanisms are in place for tracking and reporting cost-sharing.
  • Provide assistance in the implementation of institutional policies and procedures for proposal development and submission
  • Review and approve all proposal budgets before submission to ensure compliance with institutional and granting agency policies and requirements, and to ensure that funds requested are adequate for effective implementation of project design.
  • Coach faculty and academic staff regarding University policies and procedures to ensure continued compliance with fiscal management requirements.
  • Outline funding agencies requirements at start-up meetings and throughout funding/reporting periods in order to fully complete all requirements on a timely basis.
  • Provide technical support in the use of web-based proposal development/submission systems, and grants management systems.
  • Negotiate with extramural sponsors on behalf of faculty and staff. Serve as principal financial/budgetary negotiator with funding agencies during the pre-award process; Exercise primary responsibilities for the negotiation of extensions and/or amendments to existing awards; serve as primary contact to resolve compliance issues with funded awards.
  • Creation of grant specific accounts within an Oracle based ERP system.
  • Work closely with Principal Investigators to establish annual effort reports.
  • Accomplish other goals as assigned.


Regulatory Agency Reporting

  • Monitor the Federal regulatory environment, briefing administrators to remain informed regarding compliance issues and requirements. Advise the Director of the Office of Sponsored Programs, and the University’s Controller, in the development of institutional policies and procedures to ensure continuing compliance. Develop procedures and systems for ensuring appropriate compliance.
  • Ensure that faculty and staff managing grants are in compliance with Federal, State and University regulations regarding grants management. Provide information and interpretation of grant compliance regulations. Develop and institute training plans for new researchers to educate them about University, college, and department protocols, policies and procedures.
  • Serve as fiscal contact/coordinator for grant audits, site visits and Wisconsin Legislative Audit Bureau (LAB) audits.
  • Maintain the University’s registration on the System for Award Maintenance (SAM), and develop documentation and reports as required in the next implementation phase of this national reporting database, i.e. the one that is replacing the Central Contractor Registration (CCR) database system.
  • Complete and submit the annual NSF Higher Education Research and Development (HERD) survey which is a survey on Federal grant and contract expenditures.
  • Complete and submit the quarterly American Recovery and Reinvestment Act (ARRA) compliance report to
  • Ensure that all accounting activities are in compliance with applicable regulations, accounting standards, deadlines, and UW System operating procedures.
  • Register and maintain online reporting systems, e.g. NIH, NSF, Automated Standard Application for Payments (ASAP), System for Award Maintenance (SAM), the U.S. Department of Education’s Grants Management System (G-5), U.S. Geological Survey (USGS), Health Resources and Services Administration (HRSA), Fed-Connect, E-Grants,, etc.
  • Accomplish other goals as assigned.


Unit Support/University Collaboration/Professional Development

  • Assist with the budget planning, development and control of the annual operating budgets for federal and non-federal grants and contracts, and auxiliary funds, including analyzing, compiling, and reconciling the annual operating budgets to the UW System budget.
  • Review, analyze, and calculate unrelated business income from self-supporting enterprises.
  • Develop and implement PeopleSoft General Ledger queries, providing knowledge and support for the development of queries related to the Human Resources System (HRS) payroll conversion.
  • Monitor the University’s laboratory modernization projects, allocating each fiscal year’s budgets, reviewing expenditures, and closing accounts as projects are completed.
  • Develop and implement reports and projects for the Controller, while maintaining the highest level of service to both internal and external University stakeholders.
  • Update appropriate sections in the division’s web site to post current fringe benefits and indirect/cost rates, also using the web as a teaching tool for Principal Investigators’ training on grant start-up and management.
  • Attend Office of Sponsored Programs staff meetings, and training sessions offered by granting agencies, to keep up-to-date on current standards and reporting requirements.
  • Maintain membership in the National Council of University Research Administrators (NCURA)
  • Accomplish other goals as assigned.
  • Bachelor’s Degree in Finance, Accounting, or related field
  • Three or more years of experience in a related field
  • Knowledge of Generally Accepted Accounting Principles (GAAP) and Generally Accepted Auditing Standards (GAAS)
  • Working knowledge of financial compliance.
  • Excellent oral and written communication skills, including judgment, professionalism and demonstrated ability to communicate with constituencies.
  • The ability to adapt to changing regulations and requirements.
  • Effective and efficient analytical skills; ability to analyze data, interpret guidelines, and proficient financial accounting skills.
  • Demonstrated commitment to diversity, equity, and inclusion
  • At least 5 years’ experience working in higher education, in a position of financial administration.
  • Certified Public Accountant (CPA).
  • Broad knowledge of State and Federal policies and procedures concerning budgeting, grants administration, contracts/subcontracts, and cooperative agreements
  • Knowledge of and experience with computer-based financial accounting management systems, including PeopleSoft Shared Financial System (PS-SFS), and online federal reporting systems such as those maintained by the U.S. Department of Education and the Health Resources and Services Administration(HRSA)
  • Well-developed knowledge of UW Oshkosh and UW System Board of Regents policies and procedures concerning grants administration, contracts/subcontracts, and cooperative agreements
To Apply:

Applicants must submit the following documents using the online application:

Resume, Cover letter, and contact information for 3 references

For questions regarding your application and additional options to apply, contact Human Resources at or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by end of the day on Sunday, October 09, 2022 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see, or call UWO Police Department, at (920) 424-1212 for a paper copy.


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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or