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Fiscal Analyst Lead

Job description


Employment Type: Full-time
Posted data: 2021-01-20
Req: R-149


143J-YN - Fiscal Analyst 2

Business Title:

Fiscal Analyst Lead





Employee Type:


Job Family:

Civil Service - OT Eligible

Position Number:

Position Details:

Summary of Duties:

The Fiscal Analyst will be responsible for conducting a variety of activities to support research projects at the Institute for Research and Education to Advance Community Health (IREACH) and Partnerships for Native Health (P4NH), from requirement gathering and needs assessment through design and implementation. The successful candidate will work with stakeholders and the project team to design and develop applications that will create an efficient process for researchers and their staff to procure and manage research grants.

This position leads complex post-award grant management activities. This position contributes to technical systems design and development expertise to assist with implementation and operation of cash flow, cash management, and grant application programs within a diverse team environment that includes participants from a broad range of campus and administrative units. Successful candidates must interface productively with multiple external and internal proposal and award systems. The position provides support to pre-award grants managements in the absence of, and as directed by, Grants Lifecycle Manager.

The Fiscal Analyst also serves as the primary reviewer responsible for staff effort distributions and certifications, designing, developing, coordinating, and maintaining systems to track employee FTE and ensure that staff effort distributions are posted to correct accounts, and maintaining responsibility for PI review and approval of Effort Certification Reports (ECRs) in Workday.

The Fiscal Analyst also recruits and hires fiscal analyst and fiscal support staff, training, overseeing, and assigning work and providing evaluation of work performance.

The responsibilities of the Fiscal Analyst have direct impact on the workload of the researcher and the research staff who manage awards, and on the success of procuring awards. The person in this position must be able to ask the right questions of the right people and be capable of compiling the data concisely, in a consumable format. The position also requires an ability to communicate clearly with internal unit staff, collaborating partners, and with research end users to ensure smooth transition and/or successful adoption of new applications or enhancements.

Essential Duty: Yes
Percent of Time: 35%
Job Function: Post-Award Grant Management

  • Leads complex post-award grants management projects, managing funded grant awards including preparing multiple budget spreadsheets, working with subcontractors to obtain their subproposals for submission, establishing subcontracts, authorizing subcontractor payments, tracking expenditures, responding to subcontractor requests for assistance.
  • Conducts administrative and fiscal review of proposal documents requiring consultation with principal investigators (PIs) and provides written summaries of complex post-award grants management issues for IREACH PIs.
  • Reviews, analyzes, and audits receipts and disbursements on sponsored projects.
  • Collaborates with research coordinators and PIs to prepare requests for no-cost extensions, requests for budget changes, and help with other fiscal issues that occur during post award.
  • Serves as the payment mechanism process specialist. Maintains contract management certifications and prepares, initiates, and monitors personal services and unit and grant supplier requisitions, purchase orders, contracts in Workday. Tracks progress/status of unit contracts through completion and remittance.
  • Oversees electronic fund transfers and manual journals to expedite receipt of revenues and transmission of payments to IREACH vendors, banks, and depositing and disbursing agencies.
  • Maintains responsibility for the initiation and monitoring of Department purchase orders and blanket purchase orders. Monitors storage and disbursement of department PCARDS and maintains PCARD source documents according to WSU retention policies.
  • Reviews in Workday purchase and travel expense reports on sponsored program accounts and grants approvals as necessary upon review of budget expenditures and award documents.
  • Tracks and reviews reconciliations of expenditures on a portfolio of grant budgets and works with PIs to recommend changes to budgets and expenditures as necessary.
  • Analyzes, reviews and makes recommendations for account adjustments.
  • Analyzes and monitors grant-related activity and keeps IREACH Director and IREACH Grants Lifecycle Manager informed of the status of accounts and impact of transactions. Approves new account authorizations for use by SPS in establishing or amending accounts. Maintains responsibility for sub-award setup, amendments, and invoice processing. Works with institutional subcontractors to obtain the scope of work, budget, and budget justification, and reviews for compliance with grant funding.
  • Communicates with the Office of Research Support and Operations (ORSO) and subcontractors to establish budgets, and monitors and evaluates all levels of spending on funded projects. Liaises with unit staff, sponsors, Sponsored Programs, and Grants & Contracts Accounting for processing of awards, subcontracts, and research agreements to set up new project budgets, sub-budgets, or outgoing or incoming subcontracts and subsequent amendments to sponsored projects.
  • Monitors expiring grant and contract budgets and prepares information for closeout according to sponsor and University policies and procedures; provides budget closeout information to Finance Manager for financial sponsor reporting and invoicing.
  • Monitors, reviews, and audits project spending to ensure fiscal and grant compliance.
  • Leads, organizes, and influences staff and collaborators positively and effectively. Maneuvers through unstructured problems, and creates the necessary structure to deliver results.
  • Coordinates fiscal process improvement releases with IREACH staff and manages project fiscal communications.

Essential Duty: Yes
Percent of Time: 15%
Job Function: Grant Management Process Development

  • Works with IREACH staff, as well as external and internal collaborators at the campus level, to assess processes and make recommendations for improvements to assist the Grants Lifecycle Manager in preparation of proposals, as well as post-award grant and contract management. Coordinates fiscal procedures with IREACH and fiscal staff in SPS, ORSO, and the Spokane Finance Office, to determine methods of improving fiscal procedures and services.
  • Critically evaluates information gathered from these multiple sources, reconciles conflicts, and decomposes or abstracts up as needed to represent the true underlying needs of the research operation.
  • Conducts preliminary institution-wide fiscal and administrative evaluations and reviews of grant and contract proposals and negotiates resulting awards.
  • Serves as the research center knowledge source for external federal grant proposal and award management systems, as well as internal systems such as Workday.
  • Creates, maintains, and monitors budget databases used to track budget projections, expenditures, staff time, and deliverables completion. Ensures integrity of data.

Essential Duty: Yes
Percent of Time: 15%
Job Function: Business Process Specialist

  • Works with IREACH Director, Grants Lifecycle Manager, PIs, Associate Director, and study staff to define current and future finance business processes, using process modeling tools and techniques that allow for easy visualization and consumption by varied audiences invested or affected by the changes.
  • Utilizes techniques for assessing root cause analysis and value stream mapping to assure focus is on the issues that can affect positive change and add business value most directly to the provision of pre and post-award services to center research operations.

Essential Duty: Yes
Percent of Time: 15%
Job Function: Staff Effort Distribution Management

  • Collaborates with Grants Life Cycle Manager and Assistant Director in developing and maintaining systems to accurately track FTE and coordinates and monitors the IREACH fiscal team in the timely and accurate entry of staff and PI FTE allocations in Workday. Maintains responsibility for communicating FTE changes to the Spokane finance team, as required.
  • Serves as an Effort Certification Reports (ECRs) Reviewer in Workday. Reviews ECRs for accuracy and submits to PI and returns incorrect ECRs to the ECR Manager for correction. Interacts with ECR Reviewers regarding grant effort which crosses cost centers.

Essential Duty: Yes
Percent of Time: 10%
Job Function: Oversight and Lead

  • Works with the Grants Lifecycle Manager and Associate Director to recruit and hire fiscal analysts and fiscal support staff. Trains, oversees, and assigns work to fiscal analysts and fiscal support staff and provides an evaluation of work performance. Trains and develops fiscal analysts and fiscal support staff employees and IREACH Research Study Assistants and Coordinators in financial methods and procedures.
  • Supervises and oversees the reconciliation of petty cash accounts. Coordinates daily cash receipts with cash disbursements to determine the Institute’s net cash position.
  • Supervises and oversees sub-award invoice processing from receipt of invoice, review by project staff, and ultimate approval for payment by SPS.
  • Provides pre-award grants management in the absence of, and as required by, the Grants Lifecycle Manager.

Essential Duty: Yes
Percent of Time: 5%
Job Function: Customer and Relationship Development Management

  • Establishes and fosters good working relationships with campus partners and external collaborators, provides ongoing communication and check-ins throughout the design and development phases of business process implementation, to assure pre and post-award grants management processes are adequately meeting the business need before release.
  • Provides training and presentations on processes to IREACH staff, as required.

Essential Duty: No
Percent of Time: 5%
Job Function: Other

Other duties as assigned.

Required Qualifications:

A Bachelor’s degree or equivalent, which must include 18 quarter or 12 semester hours in accounting, auditing, or budgeting and one year of relevant professional experience; OR equivalent education/experience.

Additional Requirements:

  • Demonstrated diagnostic and problem-solving skills.
  • Demonstrated experience working independently and as part of a team in a cooperative effort.
  • Demonstrated experience providing customer service in a professional office setting.
  • Demonstrated advanced-level experience using MS Office Suite including Excel and SharePoint.
  • Exceptional skills in written and verbal communication, including fostering a shared understanding of requirements, group resolution, and status reporting.
  • Experience working on multiple project types and multiple business areas.
  • Demonstrated experience in 1 or more specialty areas: business process analysis, data and systems analysis, project management.

Preferred Qualifications:

  • Experience working in a University and/or consensus-driven environment.
  • Demonstrated experience using Microsoft SharePoint.
  • Demonstrated knowledge and experience using NIH business systems.
  • Experience supervising fiscal staff.
  • Experience with Workday.

Additional Information:

FTE: 100%
Permanent/Temporary: Permanent
Position Term in months: 12
City, State, Zip: Seattle, WA 98101
Department Link: IREACH
Background Check: Yes, this position has been determined to require a background check
Special Instructions to Applicants: Applicants must attach the following documents to their online application: 1) resume and 2) cover letter. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for at least three (3) professional references in the application.
Required Documents: Resume and Cover Letter

Time Type:

Full time

Position Term:

12 Month

Posting Close Date (If empty, open until filled):

February 5, 2021

WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.

WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

WSU is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process, contact Human Resource Services: 509-335-4521 (v), Washington State TDD Relay Service: Voice Callers: 1-800-833-6384; TDD Callers: 1-800-833-6388, 509-335-1259(f), or hrs@wsu.edu.




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Job No:
Posted: 1/8/2021
Application Due: 3/9/2021
Work Type: Full Time