Equipment Program Administrator

Department: Fiscal Services

Classification: Admin Office Specialist 3

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 03

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

About the Department:

The Controller's Office establishes and monitors the university's internal control framework, collaborates with university units to establish fiscal processes, and provides guidance to academic and administrative units related to administrative policies and procedures. The Controller's Office maintains close working relationships with the Office of Budget and Planning, Office of Sponsored Programs, Human Resources, and Payroll.

The goal of the Controller's Office is to provide excellent customer service and minimize costs through demonstrating consistent progress toward increasing flexibility, reducing administrative burden, eliminating "no value added" efforts, and automating transaction processing.

About the Position:

The Equipment Program Administrator maintains the university's equipment database in a current and accurate condition. Responds to and assists departmental equipment liaisons, and is also responsible for providing training. Coordinates the annual physical inventory of all university equipment and reports results to management. Assists colleagues with the administration of the Equipment Trust Fund (ETF) program.

The anticipated hiring range is $51k - $56k, depending on qualifications.

Responsibilities:

• Processes new equipment transactions. Receives notifications indicating receipt of equipment and creates skeleton records in the TraQ database. Reviews queries detailing vendor payments for data entry on TraQ records. Reviews data entry to ensure accuracy, completeness, and timeliness of entry. Sends inventory reports annually or upon request to departments for equipment history. Makes sure all items charged to fixed assets in Banner are recorded in TraQ;

• Processes equipment status change paperwork such as interdepartmental transfers, surplus property, loans, cannibalization, abandonment, and theft; and ensures timely and accurate entry of these transactions to the equipment database;

• Assists the Financial Reporting Manager in reconciling equipment database records;

• Coordinates the annual campus-wide physical inventory of all university equipment. Provides training to equipment liaisons;

• Assists with administration of the Equipment Trust Fund (ETF) program; and

• Other duties as assigned.

Required Qualifications:

• Associate's degree in related field;

• Experience managing an equipment inventory in a large, dynamic organization;

• An understanding of the need for controls over equipment and the ability to perform basic reconciliations;

• Ability to interpret queries and other reports, and to effectively use Microsoft PC-based applications;

• Interpersonal and communication skills to work with equipment liaisons and others throughout the university;

• Proficiency in writing, interpreting, and evaluating interoffice memos; and

• Ability to communicate courteously, clearly, and effectively with off campus vendors.

Preferred Qualifications:

• Bachelor's degree in related field.

Instructions to Applicants:

For full consideration, applicants must apply for the Equipment Program Administrator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume.

Posting Open Date: June 20, 2024

For Full Consideration, Apply by: July 5, 2024

Open Until Filled?: Yes