- JOB SUMMARY The Senior Post Award Analyst is in the Department of Medicine Division of General Internal Medicine. Using skills as a seasoned, experienced research financial administrator, the incumbent will play a lead role on a team of financial post-award analysts for the department. The Senior Post
- Award Analyst will support the department’s post award team by establishment and monitoring of fiscal budget control of contracts and grants administration, developing a continuous learning program, defining departmental procedures, and templates to standardize financial portfolio management across the department. Will serve as a subject matter expert in all aspects of financial portfolio management, including federal, state, and private contracts and grants, as well as gift and discretionary funds. The position is responsible for financial oversight and analytical analysis of a post award portfolio of complex grants and awards for Principal Investigators supported by the department. The position will develop and analyze budget plans, create monthly projections of expenses and balances to support decision making and that are consistent with the award terms and that allow efficient administration to minimize audit risk. The Senior Post
- Award Analyst must be able to coordinate between multiple sites, institutions and investigators, and navigate complex funding agency guidelines. Skillful execution of a wide range of independent responsibilities, providing high-level post-award support, prioritizing and managing all aspects of the workflow are all key elements of this position. The position will use advanced contracts and grants concepts to manage high volume and high complexity transactions. and ensure that expenditures comply with federal, state, and university policies and procedures, OMB Circular A-21, and CAS. This Senior Post
- Award Analyst is regarded by the PIs as an important working partner in planning for and guiding the financial well-being of the PIs’ research group. The position is the critical link between his/her PIs and the relevant campus and agency policies and guidelines that apply to the PIs’ funding sources. This position is an independently reliable source of administrative information who has a sufficient understanding of the PI’s goals and objectives to be able to (1) offer alternatives and ideas regarding the application of his/her funds and (2) flag import issues that require the PI’s attention and action. Further the position balances duties to support the PI while at the same time understanding essential responsibilities as a representative of the departmental management and the larger interests of protecting the PI and the department against audit risk. This position is Flexible-requires 1 day onsite per week. 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) 20 YES Delivers specialized training and / or develops content for education workshops in the area of research administration. Leads broad initiatives to develop successful proposal processes and resources forresearchers.
Leads education and outreach activities to facilitate connections between faculty and relevant programs / funding opportunities and promote research to external entities. Training and Special Projects. Develops continuous learning program for thedepartment’s post awardteam focusing on key competencies.
Provides training on standard processes, and creates documentation in conjunction with others to ensure best practices are met and maintained. Trains department’s financial analysts in the technical aspects of financial portfolio management, developing template, instructions, and guidelines as needed. Develop and will assist with implementation of best practices for post award team.
Develops departmental policies, procedures, and templates to standardize financial portfolio management across the department. Acts as lead on specialprojects as needed. Projects may includeannual appointment renewal processes (monitoring key dates to ensure PCMA submissions are done on time for graduate students, post docs and/or faculty), running monthly reports for department to identify actions needed (overdrafts, COA corrections, and clearing the department default funding) and helping with the departments annual employee planning process. 25 YES Provides guidance and counsel on wide variety of highly complex research administration matters, such as the clinical trials projects and training grants, to principal investigators, senior departmental administrators and less experienced department staff.
DGIM Research Financial Administration Unit Team Lead and Approver Serves as the approver for UC Path funding entry and direct retros following closely the departments policies and guidelines. Works with less experience staff to rework submissions as needed. May be an approver for Bearbuy for purchase ordersover $5K on sponsored funding, My Expense reimbursements for sponsored funding and PCMA tickets for HR transactions for the team.
Leads research unit on planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments and privately funded projects for faculty research programs. Administers, in coordination with the Division Manager, the administrative and financial aspects of complex, awarded projects that have broad impact to the department. Reviews monthly BSRs for less experienced post award staff regularly and meet with faculty to review them.
Discusses and problem-solves multifaceted complex projects and financial and budget issues with senior management. Discuss with faculty and department leadership about overspending and deficit management Serves as a subject matterexpert in all aspects of financial portfolio management, including federal, state, and private contracts and grants, as well as gift and discretionary funds. 35 YES Department Role (DR):Leads the organization, planning, establishment and monitoring of fiscal budget control of contracts and grants administration, submissions, budgets, support documents, gifts, endowments, and privately funded projects for faculty research programs.
Post-Award/Finance Management Independently responsible for the financial management and analysis of complex grants and contract budgets and awards. Funding portfolio includes NIH, industry studies, clinical trials, subcontracts to and from outside institutions, fellowships, intramural grants, giftsand opportunity funds. Ensurethat expenditures complywith federal, state, and university policies and procedures, OMB Circular A-21,and CAS.
Develop and analyze budget plans, create monthly projections of expenses and balances to support decision making and that are consistent with the award terms and that allow efficient administration to minimize audit risk. Analyze all budgets and expenditures for any variances to ensure that spending is in accordance with the sponsor’s terms and conditions and UCSF policies. Under the general direction of the Post-Award managers and working closely with the relevant PIs, independently analyze problems, make recommendations and initiate any needed corrections.
Re-budgets indirect costto correspond to direct costbalances on grantsthat fall in the scope of the FDP (Federal Demonstration Project) or SNAP ( Streamlined Non- Competing Award Process) . Prepares, reviews and / or approves financial transactions such as payroll expense transfers, cost transfers or financial journals. Assure that journals comply with agency requirements, particularly regarding cost transfer justifications by Pis utilizing sponsored research funds.
Independently gathers information as needed to perform financial analysis. 10 YES Ensures complete and accurate collection of research management administration data at all stagesof contract and grant lifecycle. Independently oversees award reporting and closeout and report to the PI and Post Award managers on the status. Prepare award closeout reports to ensure all award activity is captured andreported to sponsors in a timely fashion to maximize available funding.
Work with Extramural Funds to ensure all financial obligations are either recorded or are in the process of being recorded for the final transmission to the sponsoring agency 5 YES Maintains professional relationships with sponsor representatives. Maintains timely and effective communication with all relevant parties throughout the entire post- award process (e.g.,agencies investigators, department administrators, Contracts and Grants, other campus units, etc.) of new contract requirements and changes.
Negotiates timelines with the faculty to close out expenses in timely manner, submitting cost and payroll transfers that meet university and federal guidelines. 5 YES Other Research Administration Work with thepre-award team to provide necessary information for the completion of progress reports (i.e., average percentage efforts for personnel, carryover amounts, explanation for carryover amount). Provide current sponsored effort information to the pre-award team for PIs Other Support page.
Independently manages special financial projects as they arise. Ad hoc financial analysis and recommendation in support of the post award team and decision support for the PostAward Manager. Typicalassignment would involveusing high-level skillsas an experienced professional with a full understanding of university practices and organizational policies and procedures, resolving issues in imaginative as well as practical ways.
Perform other dutiesas assigned. 100% (To update total%, enter the amount of time in whole numbers(without the % symbol - e.g., 15, 20) thenhighlight the totalsum (e.g., 1%) at the bottom of the columnand press F9. The total sum should add up to 100%.)
Day shift Required Qualification: Bachelor's degree in related area and 5+ years of related experience with a minimum of 4 years of post-award management; and / or equivalent experience / training. Maintains knowledge of and ability to interpret and apply sponsor, institutional and departmental policies. Knowledge of current compliance regulations in all areas of research administration.
Advanced knowledge of generally accepted accounting, fiscal and reporting principles. Experience with all types of award mechanisms, including grants, contracts, subcontracts, and cooperative agreements. Full knowledge of Federal Acquisition Regulation, Code of Federal Regulations, sponsor- specific policies, intellectual property policy, conflict of interest requirements, publication rights, application of indirect cost rates and other complex concepts in research administration.
Strong ability to interpret policy for others. Advanced knowledge of effective grant funding processes, procedures and techniques. Extensive knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
Ability to manage high volume and complex transactions. Ability to perform highly complex financial analysis and customized reporting. Demonstrated advanced competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.