Financial Research Administrator III
Job no: 494629
Position Type: Staff Full Time
Campus: UMass Boston
Department: Research & Sponsored Programs
Pay Grade: 32
Date opened: Eastern Daylight Time
Applications close: Eastern Daylight Time
Reporting to the Assistant Vice Provost, Research Accounting and Financial Compliance in the Office of Research and Sponsored Programs (ORSP), the Financial Research Administrator III will be responsible for a portfolio of more complex awards from various funding agencies and multiple contract types with major duties to include award/project set-up; bill plan set-up; billing; payment processing; accounts receivable; post-award management; sub-recipient monitoring; financial reporting; and close-out of sponsored funding awards.
The Financial Research Administrator III will also be responsible for providing comprehensive post-award management of sponsored funding that supports university policies, fairly applies rules and regulations of all sponsors and the university, supports and improves the financial expertise of ORSP and builds processes to support ORSP and the research community.
Examples of Duties:
- Responsible for timely set-up of sponsored awards, contracts, projects including all milestones within portfolio; create and maintain research accounts in central financial systems on a current basis;
- Responsible for timely set-up of bill plans within portfolio; utilize standardized reporting queries to effectively maintain bill plan information in PeopleSoft accounting system for all sponsored research accounts; review and implement approved requested research account updates;
- Responsible for timely billing of sponsored research awards within portfolio; create and generate invoices to sponsors for all sponsored contracts, including letter or credit (LOC) cost, prepaid and other scheduled invoices, and mail, e-mail, and/or upload invoices to ensure timely payment of such invoices for all non-LOC awards; research and obtain information required for invoices; communicate with sponsor contacts on a regular basis to ensure the delivery and receipt of invoices; run, review and analyze queries and reports to ensure that all invoices agree with the prebill report;
- Provide analytical reports and/or analysis to management, as needed; identify any patterns or discrepancies within data;
- Responsible for timely processing of payments received for sponsored research invoices within portfolio; prepare deposit slips for payments received, receive deposit records from Bursar’s Office for all funds deposited; record deposits in PeopleSoft grants module and apply payments to accounts receivable items; ensure that payments are deposited and applied to the correct sponsored award; maintain accurate reconciliation records to track the application of each accounts receivable item;
- Responsible for timely drawdown of electronic payments in electronic payment systems for ALL LOC sponsored project invoices;
- Responsible for the timely monitoring of accounts receivable of sponsored research invoices within portfolio; utilize PeopleSoft reports to review and analyze accounting data and unidentified accounts receivable billing and/or payment discrepancies; prepare and distribute reminder letters to sponsor contacts regarding outstanding receivables: contact sponsors on outstanding accounts receivable and past due invoices; process all accounts receivable transfer requests related to sponsored research contracts; determine when additional action is required to ensure payment is received;
- Reconcile all accounts receivable items to general ledger on a bi-monthly and annual basis;
- Responsible for award management of sponsored research projects within portfolio; utilize PeopleSoft reports to review and analyze accounting data to identify errors or areas of concern, and develop recommendations for solutions; monitor over expenditures, both billed and unbilled accounts receivable, deferred revenue, allowance for doubtful accounts and grants unapplied deposits to ensure monthly values are within target ranges; research cost transfers and expenditures for research projects to ensure allowability and allocability;
- Provide assistance to Principal Investigators (PIs) and Grant/Business Managers in interpreting award terms and conditions and maintaining best financial practices;
- Work collaboratively with all administrative departments to resolve issues related to budgets, date ranges, expenditures, invoicing, financial reporting, other reporting, and closeout as needed; work closely with senior-level administrators and departmental staff to ensure compliance with sponsor requirements;
- Prepare monthly summary reports;
- Responsible for timely sub-recipient monitoring of sponsored research contracts; perform Annual subrecipient Audit Certification process; produce a report for ORSP management monthly on the status of items;
- Responsible for timely approval of grant-related items, including but not limited to human resource actions (personnel action forms, additional compensation, payroll journals, recruitment, etc.), purchasing (in BuyWays - new requisitions, changes, etc.), cost transfers (AP vouchers, journals, ProCard journals, etc.) and expense reports;
- Serve as backup for approval of grant-related sub-recipient items, including sub-recipient purchasing (in BuyWays - new sub-recipient requisitions, change orders, etc.);
- Responsible for timely financial reporting of sponsored research awards within portfolio;
- Responsible for close-out of expired sponsored research awards within portfolio; prepare sponsor refund requests related to grants and contracts; prepare all credit billing and small balance write-offs; utilize un-posting/posting functionality to correct deposit applications; work with PI to transfer over expenditures to non-sponsored projects;
- Responsible for analysis and distribution of operational reports weekly, monthly, quarterly and annually as determined by reporting schedule; run PeopleSoft Queries and SQL reports; analyze and distribute delivered and created reports;
- Work with Financial Administrator IV to provide supporting documentation, and/or status updates for audit items within portfolio;
- Participate in specialized training activities related to sponsored programs;
- Participate in developing documentation related to sponsored programs;
- Participate in improving university business processes related to the conduct of sponsored programs;
- Perform other duties as assigned.
Bachelor’s Degree in business, finance or a closely related field and a minimum of five to seven (5-7) years of work experience in accounting or finance field, which must include a minimum of five (5) years of experience directly related to sponsored research administration in an academic or equivalent setting, is required. An additional four (4) years of the required work experience can be substituted for the required Bachelor’s Degree.
Demonstrated advanced-level proficiency with PeopleSoft Financial and Grants Module or similar enterprise-wide accounting system (Oracle, SAP, Banner, Workday, etc.) required. Demonstrated intermediate-level proficiency in identifying, interpreting, communicating, and applying federal financial reporting requirements, including OMB Uniform Guidance (previously A-133, A21, A-110) PHS Grants Policy Statement, FAR Clauses required. Demonstrated intermediate-level proficiency in comprehending, interpreting, communicating, and applying grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards required.
- Master’s Degree in business, finance or a closely related field.
- Demonstrated advanced-level proficiency with general ledger accounting/financial systems (Quickbooks, Sage, Lawson, etc.).
- Demonstrated advanced-level proficiency in comprehending, interpreting, communicating, and applying grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards.
- Demonstrated advanced-level proficiency in identifying, interpreting, communicating, and applying federal financial reporting requirements, including OMB Uniform Guidance (previously A-133, A-21, A-110) PHS Grants Policy Statement, FAR Clauses.
Knowledge, Skills, and Abilities:
- Demonstrated advanced-level proficiency with common desktop database and spreadsheet applications (Microsoft Office, FileMaker, BrioQuery, Lotus, Google docs, etc.);
- Demonstrated advanced-level proficiency with business intelligence tools (SUMMIT, etc.);
- Demonstrated advanced-level proficiency with automated billing, accounts receivable and/or cash management systems and processes;
- Demonstrated advanced-level use creating and using complex mathematical calculations and formulas in Excel to solve accounting problems;
- Demonstrated advanced-level proficiency in reading, analyzing, and interpreting documents such as financial reports, accounts, and ledgers;
- Demonstrated advanced-level proficiency in analyzing accounting data, identifying errors and/or areas of concern, and making appropriate recommendations to resolve issues;
- Ability to create an effective environment of self-audit to ensure the accuracy of billing, deposit and collection functions;
- Ability to work in a deadline-driven environment, while prioritizing and completing competing deliverables on time in a fast-paced environment;
- Ability to create, communicate and follow written and verbal instructions in a precise, understandable manner;
- Ability to maintain accurate records;
- Ability to work independently and as part of a team;
- Strong oral and written communication skills;
- Strong analytical, organizational and problem-solving skills;
- Strong interpersonal skills;
- Strong commitment to customer service.
Please apply online with your resume, cover letter, and list of three professional references.
Review of candidates will begin following the application closing date.
Only Internal candidates in the Professional Staff Bargaining Unit will be considered during the first 7 business days of the posting. All other candidates will be considered after that period.
Salary Ranges for the appropriate Pay Grade can be found at the following link:
Grade 32 position, salary associated to Grade 33.
Applications close: Eastern Daylight Time
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