The USC Viterbi School of Engineering is seeking a Program Coordinator to join USC and assist in various projects related to the activities of CiSoft, NexSoft, ASC (Aramco Service Company) KOC and the USC Energy Institute. The incumbent will perform complex and varied administrative assignments, oversee research activity, contracts & grants, and other financial needs and reports directly 75% to the Executive Director handlingÂ CiSoft, UPP, ASC, KOC and 25% to the Executive Director of NexSoft and the other matters related to the USC Energy Institute. Â Â This position is supported by research funds and as such is a 1-year, fixed-term with expectations of funding renewal.Â
Attends department meetings and central meetings (e.g. Viterbi Business Affairs, USC Research Administration Office, DCG, Mork Family Department Meetings, CiSoft, NexSoft, ASC, KOC and PTE meeting etc.)
Contributes to process improvements.
Performs administrative duties associated with scheduling and coordinating live and conference meetings and planning events, including setting event budgets and reconciling invoices. Coordinate with vendors for services and handles arrangements, including parking, refreshments, lodging, and other related details, as well as preparation, organization, and distribution of related materials.Â Arrange and attend functions, prepare minutes of meetings with visitors and serve as the contact person for meeting scheduling from sponsoring agencies.
Serves as the assistant to the Executive Directors by maintaining their calendar and makes travel arrangements. Provides assistance to callers, visitors, research team members, computer lab manager and University and Agency contacts and manage the development of progress reports, publications, web sites content and meeting and conference arrangements. Â Â Must possess excellent interpersonal, communication, organizational, verbal and writing skills, and be able to work well in a multi-task environment.Â Must ensure confidentiality, control sensitive information, and preserve archived information.Â
Coordinates relevant purchasing activities.Â Interacts with University and Agency contracts and grants administrators to provide information, resolve problems, and coordinate on-site visits.Â Research and gather data for financial reports due monthly and quarterly.Â Maintain databases and related records and arrange for campus facilities reservations and sponsored programs.Â
Assists assigned faculty and the Petroleum Director with the submission of proposals to ASC and NexSoft sponsors and assure all necessary university and agency requirements are met.
Prepares budgets and gathers data necessary to submit proposals in accordance with agency and university guidelines. Disseminates information to Viterbi Business Affairs, faculty home academic departments, the Department of Contracts and Grants (DCG), Principal Investigators, and Agencies.
Assists when notifications of awards are received by updating original account budgets proposed. Notify under the directions of the Executive Directors faculty of the receipt of awards and communicate necessary expenditures.
Serves as primary liaison and active partner between principal investigators and the Office of Sponsored Research to ensure awards are set up properly and cost-sharing requirements are fulfilled.
Monitors account activity and reconcile accounts to assure that all account activity is related to the project and is charged appropriately.Â When discrepancies are found, informs the Executive directors and faculty and takes necessary steps to correct the transactions, such as expense transfers or object code reclassifications.Â Observes account balances and processes budget changes when necessary to comply with original scope of work.Â References agency guidelines to make sure that budget changes are in compliance with the specified requirements from individual agencies.
Processes, tracks, and posts expenditures for travel reimbursements, settlements of advances, and invoices on the assigned accounts.Â Expedites procurement orders and reimbursements, requisitions, and foreign drafts.
Compile and communicates project status reports.
Participates in contract closeout process.
Reviews and reconciles accounts and provides faculty with account summaries and projections reports on a monthly basis.
Keeps updated information regarding agency funding/spending guidelines and restrictions. Communicates information to faculty and other research-related staff to ensure that guidelines set forth by agencies are followed.
Keeps in compliance with USC/School/Departmental expenditure policies and procedures to advise faculty and research related-staff to assure these policies are followed when handling their requests for all purchases, including but not limited to: equipment, travel arrangements, conference registrations, supplies reimbursement, and travel expense reimbursements, etc.
Works closely with Sponsored Projects Accounting (SPA) on questions that arise on continuing and expiring awards, including the preparation of financial, progress and final report.
Advises faculty of remaining time of project periods and account balances in advance to assure that extensions on research projects are requested in a timely manner if research has to be extended beyond current project periods. Consult agency guidelines to provide faculty with options regarding extensions on research periods.
Advises research individuals of disbursement & purchasing policies and procedures.Â Assure these policies are followed when processing requests for purchases, travel, conference registrations, supply reimbursements, and travel expense reimbursements.Â
Conducts forecasts/projections for awards received to assure that original scope of work will be satisfied.Â Communicate with faculty, review original proposal submission, and verify applicable fringe and F&A rates to prepare forecasts, annual, and final agency reports.Â
Assist with the management of department operating budgets reports.
Prepare monthly and quarterly invoices for mailing to sponsors.
Prepares payroll for research staff, faculty, research assistants, student workers, visiting scholars.Â Prepares and processes hiring paperwork for research assistants and research staff.
Assists with immigration visa processing when appropriate.
Enters graduate research assistant awards in the university student information system.
Uses the eCERT Effort Certification Online System, reviews & prepares quarterly and semester reports for all faculty that serve as Principal Investigator.
Assists with the department operating payroll transactions.
Required Applicant Documents:
Resume/CV Cover Letter
Three years of account and budget experience including knowledge of government and fund accounting and knowledge of university financial systems.Â Strong computer skills using MS Office Suite, Excel, Word, and PowerPoint.Â Excellent communication skills both written and verbal, ability to prioritize, organize, analyze and work independently in a fast paced and demanding work environment.
Minimum Education:Bachelor's degreeCombined experience/education as substitute for minimum educationMinimum Experience:3 yearsMinimum Field of Expertise:Basic knowledge of governmental regulations. Strong accounting skills. Competency in project management. A Bachelor's degree with broad knowledge of relevant research computer software, e.g.: Microsoft Access, Word, Excel, PowerPoint; Outlook, SPSS, Visio, and SunGard. Experience in creating and analyzing statistical reports. Must be able to utilize computer technology to access data, maintain records and generate reports. Proven oral and written communication skills to interact with other employees.
Internal Number: REQ20083979
USC’s Viterbi School of Engineering has been one of the economic engines in Southern California and a vital hub in the California economy. The technical innovations and ideas generated by the Viterbi faculty and research community have resulted in countless innovations, many becoming the foundations for new companies, products and services. The thousands of students graduating each year bring new ideas and vitality to companies in California and beyond. With an annual research budget exceeding $205M each year, more than 46 research centers and institutes, more than 180 faculty members, 7,800 students and over 60,000 impassioned alumni world-wide, the Viterbi School is addressing some of the world’s great challenges.