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Job Information

Montana State University Sub Award Specialist in Bozeman, Montana

Position Details

Announcement Number STAFF - VA - 22179

For questions regarding this position, please contact:

Jennifer Nesbitt at (406) 994-2381 or

Classification Title Compliance Spec

Working Title Sub Award Specialist

Brief Position Overview

This position represents a great opportunity in the Office of Sponsored Programs ( OSP ) for a dynamic candidate with exceptional multi-tasking and organizational skills. The individual in this position will provide direct financial and administrative support to the OSP Subaward area.

Position Number 4M0644

Department Office of Sponsored Programs Admin

Division Office of Research and Economic Development

Appointment Type Classified

Contract Term Fiscal Year


If other, specify From date

If other, specify End date

FLSA Non-Exempt

Union Affiliation FOCUS-MFPE

FTE 1.0

Benefits Eligible Eligible

Salary Salary range of $16.47 - $23.95 hourly, commensurate with experience, education, and qualifications.

Contract Type Classified Salary

If other, please specify

Recruitment Type Open

General Statement

The Office of Sponsored Programs ( OSP ) serves as the central administrative entity responsible for

approving research proposals to federal, state, and private sponsors for external research funding and implementing awards resulting from these proposals, including associated regulatory and financial requirements. When working collaboratively on research projects with other entities, research subaward agreements to other organizations are generated, executed, and monitored by the OSP Subaward team.

Duties and Responsibilities

The Subaward Assistant is responsible for support to the Subaward Manager and to all parties involved in subaward relationships funded through OSP . This includes a diverse combination of MSU faculty and staff as well as external domestic and international partners, such as other Institutions of Higher Education, non-profits, and private industry partners. The person in this position:

  • Performs the accounts payable functions for all subawards funded through OSP . The portfolio of subawards is growing rapidly, and currently includes over 500 subawards with expenditures of $14.8 million in FY19.

  • Ensures the accuracy of subrecipient invoicing through pre-audit review, verifying expenditure of funds in accordance with federal, state and private rules and regulations, approves the release of subrecipient payments, reconciles subaward payments between the OSP Subaward Application database and Banner, identifies and corrects accounting errors and develops methods to avoid recurring errors both internally and with external subrecipients.

  • Researches, analyzes, and monitors subaward budgets to ensure compliance with granting agency requirements from various funding sources.

  • Creates and maintains electronic and paper records on an average portfolio of over 500 unique subaward accounts. Prepares, routes, and tracks a wide variety of forms and documents both internally and externally related to subaward funding, ensuring agreements and modifications are processed in a timely manner, that all supporting documentation is received, up to date, and in accordance with sponsor requirements. Includes managing subaward administrative and financial closeout processes and archiving.

  • Assists in development, implementation and enforcement of fiscal policies and procedures to ensure all subaward processes and transactions are following University, State and Federal regulations.

  • Evaluates existing practices against the changing needs of subaward management. Takes initiative to develop and implement changes to accommodate growth, increase efficiencies, and to support increasingly electronic processes.

  • Provides training and outreach on OSP Subaward policies and procedures on an individual or campus wide basis as needed.

  • Serves as the liaison between the OSP Subaward team and MSU’s Central Offices, including University Business Services, Procurement, and Fiscal Shared Services. Works with these groups both high-level and in-detail to facilitate effective processes and procedures between the teams and to troubleshoot business process issues and transactional issues.

  • Participates in relevant departmental and university process improvement initiatives. Communicates and implements these changes as they relate to the subaward function.

    Required Qualifications – Experience, Education, Knowledge & Skills

  • Bachelor’s degree in a related field, or an equivalent combination of education and/or experience.

  • Demonstrated experience with administrative and accounting principles, practices, and techniques.

  • Progressively responsible experience in accounting or related field.

  • Demonstrated experience using personal computers and various software including Word, Excel, and Outlook, as well as experience working with databases and the Internet.

    Preferred Qualifications – Experience, Education, Knowledge & Skills

  • Experience using Banner software.

  • Demonstrated financial and administrative experience in externally funded research grants and contracts.

  • Familiarity with state and federal regulations including OMB Uniform Guidance Circular.

    The Successful Candidate Will

  • Possesses excellent oral, interpersonal and written communication skills.

  • Can execute multiple tasks and respond to multiple demands with minimal supervision.

  • Ability to prioritize workload and meet deadlines.

  • Produces high quality work by maintaining organization and attention to detail with limited supervision.

  • Demonstrates self-motivation and ability to follow through, independently, on tasks and projects to completion.

  • Demonstrates ability to exercise sound judgment in decision making and interpreting and applying policies and procedures with a diverse set of tasks.

  • Performs detailed work with a high level of accuracy and efficiency.

  • Responds to rapid change and growth and utilize new technologies.

  • Works effectively in a fast paced, growth-oriented environment.

  • Provides quality customer service to members both internal and external to the organization.

  • Represents OSP and Montana State University in a professional and courteous manner.

    Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.

This position has supervisory duties? No

Number of Vacancies 1

Desired Start Date Upon completion of a successful search.

Position End Date (if temporary)

Open Date

Close Date

Applications will be:

Screening of applications will begin on January 11, 2022; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

Diversity Statement

Montana State University values diverse perspectives and is committed to continually supporting, promoting and building an inclusive and culturally diverse campus environment. MSU recognizes the importance of work-life integration and strives to be responsive to the needs of

Montana State University is committed to providing a working and learning environment free from discrimination. As such, the University does not discriminate in the admission, access to or conduct of its educational programs and activities nor in its employment policies and practices on the basis of an individual’s race, color, religion, national origin, creed, service in the uniformed services (as defined in state and federal law), veteran’s status, sex, age, political ideas, marital or family status, pregnancy, physical or mental disability, genetic information, gender identity, gender expression, or sexual orientation. In support of the University’s mission to be inclusive and diverse, applications from qualified minorities, women, veterans and persons with disabilities are highly encouraged.

Montana State University makes accommodation for any known disability that may interfere with an applicant’s ability to compete in the hiring process or an employee’s ability to perform the duties of the job. To request an accommodation, contact the Human Resources Office, PO Box 172520, Montana State University, Bozeman MT 59717-2520; 406-994-3651; ( .

In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference please complete the veteran’s preference information located in the Demographics section of your profile.

MSU ’s Non-Discrimination Policy and Discrimination Grievance Procedures can be located on the MSU Website: