Program Manager - Budgeting and Accounting

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Closing Date:

Type of Position:

• Professional Staff - Project/Program Administration
• Workstudy Position:

No

Job Type:

Regular

Work Shift:

Sponsorship Available:

No

Institution Name:

• University of Arkansas at Pine Bluff
• The University of Arkansas at Pine Bluff is an 1890 Land-Grant HBCU with a diverse student population, competitive degree offerings and stellar faculty.

For more than 140 years, the University of Arkansas at Pine Bluff has worked to create an environment that inculcates learning, growth and productivity while affording a basic need to its students – a chance to advance.

The 15:1 student to teacher ratio makes it possible to maintain a learning environment with close interaction between students and faculty while challenging curricula encourage our students to seek and fulfill their potential.

You can excel in your chosen field of study through a curriculum of Certificate and Associates degree programs, more than thirty Undergraduate programs, Master’s degree programs and a Doctorate program in Aquaculture/Fisheries. You can also develop workplace readiness through internships, co-ops and fellowships in the U.S. and abroad.

Out-of-class experiences and student involvement include more than 90 student organizations, an internationally renowned Vesper Choir, Marching Band, Concert Bands, Wind Symphony, nationally recognized debate team, award-winning theater department and accomplished athletic program.

Though the main campus is in Pine Bluff, its reach is worldwide. UAPB has an extended campus in North Little Rock and offers as well as online courses. With the addition of the Arkansas Research and Education Optical Network (ARE-ON), students can engage in information exchange with others anywhere in the world. There are also Research and Extension offices in Lonoke, Newport and Lake Village and collaborations with other colleges and universities in the State through the National Science Foundation funded STEM (Science, Technology, Engineering and Mathematics) Academy.

As the second oldest land-grant institution in the state of Arkansas, the mission of this No Excuse University remains the same – to provide a high quality, affordable education with a personal touch. We invite you to Become a Part of the Pride at the University of Arkansas at Pine Bluff.

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Department:

• Research and Sponsored Programs |
• Department's Website:

Summary of Job Duties:

Position summary

The University of Arkansas at Pine Bluff seeks a Project Specialist in Accounting and Budgeting to manage the day-to-day fiscal operations of the Tobacco Prevention Education and Cessation (TPEC) program. This position supports sound financial planning, accurate records, timely payments, and responsible use of restricted funds across all three TPEC program areas:

• Minority Initiative Sub-Recipient Grant Office (MISRGO).
• Minority Research Center (MRC).
• M.S. in Addiction Studies program (GASP).

The specialist develops and monitors budgets, reconciles financial activity, reviews expenditures and subgrantee invoices, prepares financial reports, and identifies fiscal risks. The candidate works closely with TPEC leadership, program managers, faculty investigators, ORSP, Grants Accounting, Accounts Payable, Financial Aid, Payroll, Procurement, and other university offices, regarding purchases, personnel charges, student support, contracts, participant payments, and other restricted-fund expenditures. The position maintains separate award-level, program-level, and consolidated budget trackers; monitor actual expenditures, commitments, available balances, and projected needs, and provide timely information to program leaders for planning and decision-making.

Essential duties and responsibilities

Budget development and financial planning

- Prepare and maintain program-level and consolidated TPEC budgets, spending plans, and forecasts in coordination with program leaders and the appropriate university offices.

- Track approved budgets, expenditures, outstanding commitments, available balances, and projected year-end positions separately for MISRGO, MRC, and Addiction Studies, as well as by award, funding source, and budget category.

- Analyze spending patterns and budget variances; identify potential deficits, unspent balances, and upcoming obligations; recommend adjustments for authorized review and approval.

- Prepare financial analyses for personnel, student support, subgrants, research activities, travel, supplies, contracts, and other approved program costs. Provide budget information to support funding proposals and sustainability planning.

Accounting review and reconciliation

- Reconcile program tracking records to official university financial records at least monthly; verify transaction coding, supporting documentation, payroll charges, commitments, and available balances.

- Investigate discrepancies, duplicate charges, and unsupported or misallocated costs. Document findings, coordinate proposed corrections with authorized offices, and track resolution.

Expenditure review and payment coordination

- Review purchase requests, invoices, travel reimbursements, consultant charges, student payments, and other expenditures for budget availability, documentation, and consistency with approved activities and applicable requirements.

- Prepare and route financial documents through established university processes. Coordinate purchase orders, contracts, invoice submission, and confirmation of goods or services received with the responsible staff and offices.

- Maintain a payment tracking log showing receipt dates, required documentation, submissions, outstanding items, follow-up actions, and payment status. Promptly resolve documentation gaps and escalate overdue or unresolved items.

- Coordinate with program managers and university offices to verify that personnel and student charges follow approved budgets and required payroll or effort documentation.

Subgrantee and research award fiscal monitoring

- Review MISRGO subgrantee and MRC research project budgets, financial reports, reimbursement requests, and supporting records for accuracy, approved costs, and adherence to funding terms.

- Compare expenditures with approved budgets and payment schedules; coordinate with program staff to confirm required deliverables or approvals before recommending payment.

- Review the financial provisions of subgrant agreements and amendments with ORSP and other authorized offices. Track award amounts, commitments, disbursements, reporting deadlines, and remaining balances.

- Conduct financial monitoring reviews and site visits, as assigned, to examine records and internal controls, document findings, provide technical assistance, and follow corrective actions through resolution.

- Provide guidance to grantees, faculty investigators, and program staff on budget preparation, financial docum