About the Job General Summary of Position Provides comprehensive fiscal administration and operational oversight for a complex portfolio of federal state foundation and corporate grants. Coordinates financial management activities throughout the grant lifecycle ensuring compliance with sponsor regulations institutional policies and Generally Accepted Accounting Principles (GAAP). Serves as the departmental resource for grant financial operations procurement payment processing budget monitoring audit readiness and financial reporting.
Develops and maintains financial tracking systems identifies compliance risks implements corrective actions and supports principal investigators and program leadership in the responsible stewardship of grant resources. Exercises independent judgment in interpreting funding requirements resolving financial issues and improving grant management processes. The incumbent plans organizes and coordinates financial activities related to department grants ensuring compliance with federal guidelines and maintaining accurate records.
Responsibilities include supporting the separation of duties in managing grant fund expenditures and addressing compliance issues to prevent liabilities. Additionally the role involves designing and implementing procedures to monitor and resolve potential errors or compliance violations while interacting with both internal staff and the public. Primary Duties and Responsibilities Coordinates and administers procurement activities for multiple grant-funded programs in accordance with federal Uniform Guidance (2 CFR 200) sponsor requirements and organizational purchasing policies.
Reviews proposed expenditures for allowability allocability reasonableness and budget availability prior to purchase authorization. Collaborates with Grants Compliance staff vendors Supply Chain Finance and program leadership to facilitate procurement while ensuring compliance with grant restrictions. Maintains complete procurement documentation and audit trails within SharePoint and other financial management systems.
Serves as a financial resource to program managers Finance Supply Chain Accounts Payable Compliance and departmental leadership regarding grant financial procedures procurement requirements expenditure eligibility and sponsor regulations. Ensures proper delivery communicates with program staff and addresses any issues related to budget constraints or non-allowable expenses. Processes validates and reconciles invoices for grant-funded expenditures to ensure accuracy appropriate coding and timely payment.
Investigates discrepancies between purchase orders invoices receipts and approved budgets coordinating resolution with vendors Accounts Payable and program staff. Monitors invoice aging and payment status to minimize financial risk and maintain positive vendor relationships. Administers grant-funded specialty care and prescription referral payment programs by verifying eligibility budget availability reimbursement methodologies and sponsor requirements.
Collaborates with Program Directors Program Managers and clinical leadership to authorize expenditures while ensuring appropriate documentation financial accountability and compliance with grant regulations. Performs monthly reconciliation of referral activity payment records and budget utilization. Responsible for weekly compliance activities: monitoring outstanding orders follows up with vendors on delayed items and ensures purchase card transactions stay within budget and are timed strategically.
Verifies proper grant coding uploads invoices coordinates with receiving departments and tracks payment timelines to meet vendor terms. Develops maintains and analyzes grant financial reports including monthly budget-to-actual analyses expenditure tracking credit card reconciliations and non-personnel expense reporting. Identifies spending trends forecasting variances and potential compliance concerns providing recommendations to departmental leadership to support sound financial decision-making.
Responsible for monthly compliance activities: managing grant-related credit card reconciliation by coding expenses uploading documentation to SharePoint and reporting any unauthorized charges. Prepares monthly non-personnel expense reports organizes financial records by grant and monitors budget-to-actual performance to flag potential overspending or underspending. Leads implementation and ongoing administration of departmental grant financial management systems including Bill.com and related technologies.
Coordinates migration of historical financial information from PeopleSoft and other financial reporting systems validates data integrity develops standardized workflows and recommends process improvements that enhance financial transparency reporting capabilities and operational efficiency. Maintains grant financial records in a state of continuous audit readiness. Assists with internal and external audits by compiling documentation responding to audit requests resolving findings and implementing corrective actions as appropriate.
Contributes to the achievement of established department goals and objectives and adheres to department policies procedures quality standards and safety standards. Complies with governmental and accreditation regulations. Participate in meetings and on committees and represent the department and hospital and may participate in multidisciplinary quality and service improvement teams as required.
May provide support to the Regional Grant Compliance Manager in the selection training and orientation of department staff. Minimal Qualifications Education Bachelor's degree Business Administration Accounting or other business-related majors required One year of relevant education may be substituted for one year of required work experience. Experience 3-4 years Experience in administrative functions accounting grant financial management statistical analysis project management required Medical Office hospital and/or ambulatory setting preferred One year of relevant professional-level work experience may be substituted for one year of required education.
Licenses and Certifications Certified Public Accountant (CPA) preferred or Certified Project Management Professional (PMP)-PMI preferred Knowledge Skills and Abilities Working knowledge of Microsoft Office including Word Excel Teams SharePoint Viso and Access software applications Excellent verbal and written communication skills Problem solving customer service and time management skills Ability to confidentially manage PHI and PII documentation This position has a hiring range of USD $59,820.00 - USD $101,836.00 /Yr.