Position Details
Position Information
Department Enviro / Molecular Toxic (ATX)
Classification Title Fiscal Coordinator 1
Job Title Fiscal Coordinator 1
Appointment Type Classified Staff
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Employment Category Regular
Job Summary
This recruitment will be used to fill one full-time Fiscal Coordinator 1 position for the Department of Environmental & Molecular Toxicology at Oregon State University ( OSU ).
The Fiscal Coordinator provides comprehensive post-award financial and administrative support for the Department of Environmental & Molecular Toxicology's research portfolio, comprising 40-60+ active grants and contracts from federal agencies ( NIH , NSF , USDA , EPA ), private foundations, state appropriations, and fee-for-service agreements requiring invoicing and revenue tracking. This position serves as the critical bridge between EMT faculty and the College of Agricultural Sciences ( CAS ) Research Support Services ( RSS ) and Financial Strategic Services ( FSS ), ensuring principal investigators have timely, accurate budget information to prevent deficit spending and maintain compliance with sponsor requirements.
Responsibilities are strategically divided into analytical/tracking functions (50%) and research administrative services (30%), with additional duties supervising student workers for office operations (10%) and supporting basic communications (10%). The analytical functions include preparing monthly budget projections, reconciling complex multi-source expenditures across university systems, tracking fee-for-service revenue, conducting variance analysis, and maintaining comprehensive financial tracking databases. The research administrative services include serving as the primary departmental resource for post-award consultation on grant-related matters such as financial reporting requirements, personnel and student tracking on grants, purchasing decisions and expense documentation, fee-for-service billing coordination, proactively alerting faculty to budget and compliance concerns before they become critical issues, providing expert guidance on allowable costs and sponsor requirements, and coordinating seamlessly with college fiscal and research administration offices to support the full lifecycle of sponsored projects.
This position serves as the primary in-office resource during regular business hours, coordinates student worker supervision, and contributes to departmental communication initiatives that enhance EMT's visibility and community engagement.
College of Agricultural Sciences faculty and staff are committed to enhancing student success by engaging students in quality academic, research, internships, global studies, and other experiential learning opportunities. Positions with primary responsibility for Extension and outreach are likewise committed to learner success through programming appropriate for diverse audience. There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the CAS CARE Commitment document.
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS :
-Top 1.4% university in the world
-More research funding than all public universities in Oregon combined
-1 of 3 land, sea, space and sun grant universities in the U.S.
-2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
-7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone
-100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
-35k+ students including more than 2.3k international students and 10k students of color
-217k+ alumni worldwide
-For more interesting facts about OSU visit:https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including:
-Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
-Free confidential mental health and emotional support services, and counseling resources.
-Retirement savings paid by the university.
-A generous paid leave package, including holidays, vacation and sick leave.
-Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
-Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
-Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .
Key Responsibilities
50% Post-Award Budget and Financial Analysis
Analyzes EMT's post-award financial management needs and designs, develops, and maintains electronic budget projection and tracking tools (e.g., databases, dashboards, and automated workbooks) in collaboration with CAS Research Support Services ( RSS ) and Financial Strategic Services ( FSS ), ensuring accuracy and timeliness of financial forecasts.
Builds and maintains data structures, queries, and automated reports that pull and reconcile data from university financial systems (Banner/Workday) and local tracking tools to support projections, variance analysis, and long-range planning.
Analyzes post-award expenditure patterns and trends across faculty research portfolios, identifying budget variances, forecasting personnel and operating costs, and recommending corrective actions to maintain compliance with institutional and sponsor guidelines.
Exercises professional judgment in reconciling department financial records with university ledger systems, investigating discrepancies, and resolving issues through coordination with RSS , FSS , and Principal Investigators.
Provides consultative financial guidance to PIs through clear, @contextualized budget analyses and spending scenario modeling that inform strategic research management decisions.
Prepares detailed financial summaries, variance analyses, budget projections, and spending scenario models for Department Head and PIs that inform resource allocation decisions.
Designs and maintains sophisticated Excel-based tracking systems for financial commitments, purchasing documentation, cost transfers, and travel reimbursements; utilizes university financial systems (Banner/Workday) and research administration software.
Tracks fee-for-service agreements and revenue generation, coordinates invoicing for services provided to external clients, monitors income against projections, and reconciles payments to ensure timely revenue collection and accurate budget tracking across multiple funding streams.
Interprets and applies OSRAA , CAS , and OSU policies to post-award financial situations, incorporating these requirements into system rules, workflows, and validation checks to ensure departmental compliance while facilitating efficient research operations.
Collaborates with college-level research administration and sponsored programs offices to resolve systemic issues, improve data integration and information flow, and identify opportunities for enhanced efficiency through technical solutions.
30% Research and Academic Program Administrative
Grant & Proposal Administration
Serves as the primary departmental resource and first point of contact for faculty questions regarding post-award budget management, grant reporting requirements, personnel and student tracking on grants, fee-for-service billing, purchasing decisions, travel expenses, allowable costs, cost-sharing requirements, effort reporting, sponsor restrictions, and compliance matters.
Assists faculty with Concur travel and expense system for research-related purchases and reimbursements, providing guidance on proper documentation, allowable costs, account coding, and compliance with university and sponsor requirements.
Provides support for Principal Investigators and Department Head on research proposal submissions and administrative paperwork needed for sponsored projects, ensuring compliance with sponsor and university requirements.
Proactively alerts Principal Investigators and Department Head to emerging budget concerns, spending risks, approaching deficits, or compliance issues BEFORE they become critical problems - providing early warning system that prevents surprise deficits and audit findings.
Designs, develops, and maintains electronic resources for research administration, including online procedure guides, quick-reference tools, FAQs, and training materials, ensuring they are integrated with departmental databases and document repositories.
Configures and maintains shared tracking and notification systems (e.g., shared calendars, task lists, routing logs, and checklists) to support communication of post-award policy updates, compliance requirement, and deadline reminders to faculty.
Develops and maintains standard operating procedures for front-office and research-administration functions, embedding these procedures in the electronic tools and systems used by the department.
Graduate Program & Student Support Administration
Serves as primary administrative contact for graduate program operations, coordinating graduate student records, tracking academic milestones, processing forms and petitions, and maintaining graduate program databases.
Supports graduate admissions process including application coordination, prospective student communications, interview scheduling, and admission decision documentation.
Schedules and coordinates graduate student exams, dissertation defenses, and preliminary examinations including room reservations, committee notifications, and Graduate School paperwork.
Serves as departmental liaison with Graduate School on administrative matters including policy updates, form processing, degree requirements, and compliance with graduate program standards.
Coordinates graduate program events including orientation, recruitment events, visiting days, and graduate seminars.
10% Office Operations & Student Worker Supervision
Serves as primary in-office professional contact during regular business hours for students, faculty, staff, and visitors, using knowledge of EMT's systems and processes to triage inquiries and coordinating appropriate departmental responses.
Provide front-office coverage including answering phones, signing for packages, greeting visitors, and processing routine departmental forms, data entry, database maintenance, and routine content updates within the systems and tools managed by this position.
Delegates and monitors routine office operations to supervised student workers including mail distribution, package receipt and notification, processing key requests, issuing daily parking permits for guests, coordinating business card orders, document scanning, and bulletin board maintenance. If student worker is unavailable, be responsible for these tasks.
Recruits, hires, trains, and supervises 2-3 undergraduate work-study students (10-15 hours/week each) to support front-office operations and research administration functions.
Trains student workers to maintain organized front-office operations including greeting visitors, answering phones, providing basic departmental information, and handling routine inquiries during business hours.
Provides quality control oversight, handles escalated inquiries requiring professional judgment, and ensures student workers maintain strict confidentiality when handling sensitive departmental, financial, or personnel information.
Coordinates student worker schedules to ensure adequate front-office coverage during business hours (8am-5pm) and manages coverage for breaks, finals periods, and term transitions.
10% Communications Support
Maintains comprehensive faculty success tracking database with accurate records of awards, grants, publications, student achievements, invited presentations, and departmental honors to support reporting requirements, communications initiatives, and institutional profiles.
Coordinates collection and posting of departmental news including faculty and student awards, research publications, new grant awards, invited speakers, and program updates to EMT website and social media platform Update and maintain faculty CV and biosketches, and professional profiles for use in grant applications, institutional reporting, and public communications (may delegate routine updates to supervised student workers).
Supports departmental communication initiatives including newsletters, event announcements, and outreach materials as needed.
What We Require
A Bachelor's degree with 24 quarter (16 semester) hours of accounting courses and two years of accounting experience; OR a CPA or PA certificate and two years of accounting experience; OR 24 quarter (16 semester) or 240 clock hours of accounting courses and three years of accounting experience*.
*Accounting experience must include at least 6 of the following: documenting and resolving problems within an accounting system; classifying revenues and expenditures to funds and accounts; ensuring accounting system conforms with applicable controls; reconciling accounts to general or control ledgers; preparing journal vouchers; applying accounting principles to one or more functional areas; i.e., AR, AP, etc.,: tracing errors through accounting system; processing data using a computer; communicating technical material orally and in writing; applying computer report information; knowledge of governmental and fund accounting; applying PC spreadsheet, database, and word processing software.
All courses must be from accredited colleges, universities, or private vocational schools.
Transcripts must be submitted for all required and/or related courses.
What You Will Need
Working knowledge of budget and financial management tools including spreadsheets, financial tracking systems, and data analysis applications (training on university-specific systems will be provided).
Ability to work with financial data and budgets with accuracy and attention to detail.
Proficiency with Microsoft Excel including formulas, pivot tables, data filtering, and basic data analysis functions.
Strong organizational skills with ability to manage multiple tasks and deadlines in a fast-paced environment.
Effective written and verbal communication skills with ability to explain complex information clearly to diverse audiences.
Proficiency with Microsoft Excel (including advanced functions for data analysis) and comfort working with additional software tools for databases, reporting, or automation; ability to learn new systems quickly.
Ability to work both independently with minimal supervision and collaboratively as part of a team.
Problem-solving skills and ability to exercise sound judgment in routine situations.
Customer service orientation with ability to build collaborative relationships with faculty and staff.
Experience training, mentoring, or supervising student workers or entry-level staff.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
Experience with university financial systems (Workday, Banner, PeopleSoft) or research administration in an academic setting
Knowledge of post-award grant management, federal grant regulations, or fund accounting principles
Experience designing, implementing, and maintaining databases, dashboards, or other information systems to support financial, research administration, or academic operations
Experience with financial management systems, procurement platforms, or expense management tools
Experience developing or maintaining tracking systems, databases, or spreadsheets to support financial or administrative operations
Experience creating procedures, workflow improvements, or documentation that enhance operational efficiency
Prior experience coordinating between multiple offices or stakeholders
Familiarity with web-based tools, content management systems, or communication platforms
Background in research, academic, or laboratory settings
Working Conditions / Work Schedule
Work Location:This is a full-time, in-person position based in the EMT department office with regular business hours (typically Monday-Friday, 8:00 AM - 5:00 PM)
Work Environment:Standard office environment with extended computer use at a desk workstation; regular in-person interaction with faculty, staff, students, and visitors
Physical Requirements:Ability to sit for extended periods while working with financial data and computer systems; occasional lifting of packages, office supplies, and files (up to 25 lbs) as part of general office duties; use of standard office equipment including computer, phone, printer, and copier
Schedule Flexibility:Occasional flexibility in work schedule may be required during peak reporting periods, grant deadlines, department events, or other high-priority activities
Pay Method Hourly
Pay Period 16th - 15th of the following month
Pay Date Last working day of the month
Min Salary $27.44
Max Salary $42.00
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/177705
Posting Detail Information
Posting Number P05582CT
Number of Vacancies 1
Anticipated Appointment Begin Date 04/13/2026
Anticipated Appointment End Date
Posting Date 03/09/2026
Full Consideration Date
Closing Date 03/26/2026
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.Your profile MUST clearly show how you meet the minimum/required qualifications for the position.
Resumes are NOT accepted at the application stage for this position.
Cover letters are optional for this position and will not be used for evaluating your qualifications.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact:
Lisa Truong
lisa.truong@oregonstate.edu
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team atemployee.relations@oregonstate.edu.
Transcripts must be submitted for all required and/or related courses. All courses must be from accredited colleges, universities, or private vocational schools. The online application system will allow you to attach your transcripts if the PDF file is 9MB or less. Transcripts must be received by the closing date. If you have trouble uploading your transcripts, reach out to the contact listed.
Supplemental Questions
Read More at: https://jobs.oregonstate.edu/postings/177949
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
