Financial Research Administrator I
Job no: 501075
Position Type: Staff Full Time
Campus: UMass Boston
Department: Research & Sponsored Programs
Pay Grade: 28
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 I will be responsible for a portfolio of less complex awards from various funding agencies with major duties to include bill plan set-up; billing; payment processing; accounts receivable; post-award management; sub-recipient monitoring; and close-out of sponsored funding awards.
The Financial Research Administrator I 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 bill plans within sponsored research portfolio; create and maintain bill plans in central financial system; utilize standard reporting queries to effectively maintain bill plan in PeopleSoft financial system for all sponsored awards; review and implement approved bill plan updates;
- Responsible for timely billing of sponsored research awards within portfolio; create and generate invoices to sponsors for all sponsored contracts and mail, e-mail, and/or upload invoices to ensure timely receipt of said invoices; research and obtain supporting information required for invoices; communicate with sponsor contacts on a regular basis to ensure the delivery and receipt of invoices; analyze financial system reports to ensure that all invoices agree with the prebill report; 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, deliver deposit package to Bursar’s Office daily, and 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 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;
- 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 awards 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;
- Responsible for timely sub-recipient monitoring of sponsored research awards; receipt and distribute subcontract invoices; record new fully-executed subcontracts in Federal Funding Accountability and Transparency Act (FFATA) Subaward Reporting System (FSRS) system; produce report for ORSP management monthly on status of items;
- 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;
- 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 and one to three years of work experience in a related field are required.
- An additional four (4) years of the required experience can be substituted for the required Bachelor’s Degree;
- Prior work experience related to sponsored research administration in an academic or equivalent setting;
- Basic understanding of and/or familiarity with grant recipient and granting agency policies, procedures and regulations pertaining to grants, contracts, cooperative agreements, and sub-awards preferred;
- Basic understanding of and/or familiarity with federal financial reporting requirements, including OMB Uniform Guidance (previously A-133, A-21, A-110) PHS Grants Policy Statement, FAR Clauses preferred;
- Use or familiarity with PeopleSoft or similar enterprise-wide grant/financial accounting system (Oracle, SAP, Banner, Workday, etc.) preferred.
Knowledge, Skills, and Abilities:
- Use of and/or familiarity with common desktop database and spreadsheet applications (Microsoft Office, FileMaker, BrioQuery, Lotus, Google docs, etc.);
- Use of and/or familiarity with general ledger accounting/financial systems (Quickbooks, Sage, etc.);
- Use of and/or familiarity with business intelligence tools (SUMMIT, etc.);
- Use of and/or familiarity with automated billing, accounts receivable and/or cash management systems and processes;
- Demonstrated use of mathematical calculations and formulas in Microsoft Excel;
- Familiarity with financial reports, accounts, and ledgers;
- Ability to analyze accounting data and easily identify errors;
- Ability to read and interpret documents, such as financial reports, accounts, and ledgers;
- Ability to ensure the accuracy of billing, deposit and collection functions;
- Ability to work in a deadline-driven environment, while prioritizing competing deliverables in a fast-paced environment;
- Ability to follow written and verbal instructions;
- Ability to maintain accurate records;
- 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 10 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:
Salary associated to a Grade 29 range.
Applications close: Eastern Daylight Time
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The University of Massachusetts Boston provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, gender identity or expression, age, sexual orientation, national origin, ancestry, disability, military status, genetic information, pregnancy or a pregnancy-related condition, or membership in any other protected class. The University of Massachusetts Boston complies with all applicable federal, state and local laws governing nondiscrimination in employment in every location in which the university operates. This policy applies to all terms and conditions of employment.
The University of Massachusetts Boston is committed to providing a safe and secure environment that is supported by qualified employees for all of its students, faculty and staff to carry out the University's teaching, research and public service missions. As a condition of employment, the University will conduct appropriate background check reviews. For more information, please see the University of Massachusetts Boston campus policy and procedures for employee background reviews.