**Please note: This position requires being onsite at least 2 days per month Job
Uses skills as a seasoned, experienced administrator to independently manage the financial and post-award components of research, awards and transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Work on proposals and awards of diverse scope where analysis of data requires thorough understanding of complex regulations.
Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex proposals and awards that may involve multiple investigators and / or multiple sub awards. Guides less experienced staff Typically manages complex grants / and contracts which require task budgets, option years, multiple investigators and multiple sub awards.
Department Overview: The Division of Hematology/Oncology is one of the largest and most complex divisions in the Department of Medicine. Currently, the Division has 100 Full-time faculty, 15 emeritus and volunteer faculty, 25 ACGME and non-ACGME fellows, 24 post-doctoral fellows, 58 non-faculty academics, and 51 administrative, research, and programmatic staff. The Division’s primary research, clinical and teaching functions are primarily split between the Parnassus and Mission Bay campuses, although the faculty, fellows, and staff have appointments and clinical, research, and educational activities at ZSFG, and VAMC as well.
The Division has a dedicated team of Research Financial Analysts (RFAs). Each RFA is responsible for providing high-level financial analyses and management to a defined group of faculty for their portfolio of sponsored awards. The RFA serves as the faculty’s single point of contact for research financial issues and ensures that faculty are provided with high quality, efficient, responsive, and responsible post-award research administration services.
DUTIES & ESSENTIAL JOB FUNCTIONS Identify the functions or tasks that employees in the job perform. The
should state the purpose of the work and the results to be accomplished, rather than how the function is performed. Of the tasks listed, what percentage of time is devoted to each? The more time employees spend on a function, the more likely it is that the function is essential.
Generally, include those functions that account for 10% or more of the work, i.e., key items that contribute significantly to the achievement of the job. The functions should add up to 100%. % of time Essential Function (Yes/No) Key Responsibilities (To be completed by Supervisor) 10 Yes Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments and privately funded projects for faculty research programs.
Works with OSR during the proposal stage by providing input for budget preparation and tracking PI effort to ensure there is no budget or effort overlap. Oversees the administration of contract and grant funds to ensure funds are used in accordance with sponsor guidelines and tracks expenditures against the budget. Ensures that gift and endowments funds are used in compliance with their intended purpose and donor restrictions 20 Yes Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.
Monitors spending to ensure compliance with regulations related to allowable costs, cost sharing, and effort reporting. Reviews project expenditures to ensure they are in line with budget amounts and identifies variances and deviations that need to be addressed. Reconciles financial transactions to confirm they are properly recorded and accounted for while complying to both University and sponsor requirements.
Prepares and submits financial reports and invoices in a timely manner in accordance with sponsor policy. 10 Yes Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and division management. Interprets and communicates University and sponsor policies to the PI and obtains additional clarification and support when necessary. Collaborates with OSR at the proposal stage to support PI inquiries regarding eligibility criteria, application requirements, and funding restrictions. 10 Yes Reviews award letter and budget with PI, division management, and others as necessary (e.g., purchasing agents) to ensure that funds will be spent within budget and in compliance with awarding agency and campus policies.
Prepares monthly budget status reports and relevant supplemental data for the PI to present an accurate financial portrait and informs the PI of any variances in regards to personnel effort or expenditures that deviates from the budget. Reviews procurement transactions to ensure there are sufficient funds available for the purchase and the items purchased are allowable. 20 Yes Manages and monitors finances of all research accounts of assigned faculty and initiates and/or supervises all necessary accounting transactions to maintain account integrity.
Meets regularly with PIs to ensure their active participation in portfolio management. Analyzes ledgers; creates budget projections and forecasts; provides status reports to chief, division management PIs on regular basis; prepares interim budget reports; prepares re-budgeting actions and drafts sponsor correspondence. 10 Yes Works closely with OSR to initiate necessary correspondence (NCE, carry forward requests) and to submit proposals.
Communicates with OSR the need to initiate subcontracts on prime awards managed. Obtains and checks invoices from subcontractors and consultants; sends all relevant subcontract information to CGA. Initiates and maintains ongoing, timely and effective communication with all relevant parties throughout the entire post-award process (e.g. agencies, investigators, division management and AAs, OSR, contracts and grants, other campus units, etc.) 10 Yes Independently gathers information as needed to perform financial analysis.
Independently generates final financial reports for non-federal sponsoring agencies and reviews federal FFR prepared by CGA. Independently prepares and submits invoices for projects and coordinate with CGA to ensure accounts receivable and revenue is properly recorded. Manages close-out of projects, including equipment management, invention statements, subcontract close-outs, final progress reports, small business reports, relinquishment of grant, etc. 10 Yes Applies professional knowledge / experience to prepare, review and / or approve financial transactions.
Initiates payroll distribution changes to ensure integrity of payroll charged to research account, reviews and signs cost transfers; initiates cost transfers if necessary. Coordinates ledger reconciliation with divisional staff and ensures completion of GL Verification forms for assigned awards. Assists in support of audits as directed by senior staff. 0 0 0 100% (To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9.
The total sum should add up to 100%.) Required
Bachelor's degree in finance, accounting, economics, business or related area 3 or more years of relevant experience or equivalent combination of training and experience Efficient time management skills and ability to multi-task in a high-volume environment; ability to adapt to changing priorities; ability to independently follow through on tasks or projects to completion Ability to perform complex financial analysis and customized reporting.
Understand general fund accounting, purchasing, and budgeting, financial projection and business planning concepts. Excellent computer skills and facility with using MS Excel (sorting, pivot tables, filtering, basic formulas) Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles. Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
Independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas. Strong interpersonal skills at all levels within the organization; advanced critical thinking skills; and attention to detail. Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences.
Ability to effectively present complex financial information both verbally and in writing in a clear and concise manner.
Previous working experience in an academic environment Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment. Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc. Maintains current knowledge of compliance regulations in all areas of research administration.
Day shift