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Fiscal Analyst

Job description

Employment Type: Full-time
Posted data: 2021-04-05
Req: R-835


143J-YN - Fiscal Analyst 2

Business Title:

Fiscal Analyst


Employee Type:


Job Family:

Civil Service - OT Eligible

Position Details:

Summary of Duties:

Working independently under general supervision as a member of the Elson S. Floyd College of Medicine (ESFCOM) Research Administration unit, the Fiscal Analyst 2 specifically provides highly responsible administrative and financial duties to the Vice Dean and Director for pre- and post-award grants and contracts activities, including grant review and submission, funds management and renewal documentation, effort reporting, financial reconciliations, and final award closure. This position serves as the journey-level pre- and post-award grants management and research finance representative for COM, ensuring efficient operations of all research grant and contract activities, providing compliance support, while meeting all institutional, state, and federal compliance requirements.

Duties and Responsibilities:

30% Manages Pre-Award Activities

-On behalf of the Elson S. Floyd College of Medicine, manages the review, approval, facilitation of contract negotiation with the Principal Investigator (PI) and the awarding industry or foundation entity, activation, regulation, tracking, reporting and submission of grant applications and annual reports, according to institutional and external requirements.

-Oversees and/or executes:

• Development, preparation and approval of grant research proposal budgets; and completion of ORSO budgets, online eREX forms, and appropriate agency budget forms.

• Review of posted Request for Proposals (RFPs); continual review of proposals in preparation to ensure requirements are met and in compliance when submitted.

• Oversight of activity on the ORSO proposal database, notification of faculty of need to update Significant Financial Interest (SFI) disclosure and tracking of progress through award/denial stage.

• Provides training and support to the administrative staff regarding the submission process for institutional and external grant proposals and contractual agreements.

-Guides faculty members and administrative staff in the preparation of the budgets and contractual agreements prior to submission to the SPS for institutional approval.

-Serves as the expert resource to faculty and staff regarding federal agencies’ or other funding agencies’ requirements, application, submission and electronic reporting process.

-Mentors administrative staff in grant procedures through organizing open forums to discuss any updates relating to grants processing and current grant-related issues.

-Serves as the COM’s primary liaison to administrative departments (ORSO, SPS, ORAP) in order to submit, setup, manage and closeout departmental grants and contracts according to institutional and agency guidelines.

-Works collegially and proactively with other WSU administrators, faculty and staff in other units on collaborative grant proposals.

-Has direct interaction with federal and non-federal agencies seeking subcontract details through WSU or any questions/issues requiring agency directives.

-Responsible for completing SPARs for account guarantee and pre-award account setup. Preparation of RCARs when needed.

-Submits hospital/other agency contracts with budgets for staff assignment positions.

-Responsible for gathering data, analyzing and preparing college and departmental sponsored project proposal reports.

30% Post-Award Budget Management and Analysis

-Monitors activity on the myResearch award database and tracks progress through award stage.

-Has primary responsibility for working with other universities and WSU administrators, faculty and staff in other units on collaborative grant budgets and award details.

-Works directly with new faculty to transfer their grants to WSU. Trains new faculty on WSU/COM research procedures.

-Works with PIs for submission of progress reports, final invention statements, quarterly reporting, no-cost extensions, and renewal requests.

-Renews, updates, rebudgets hospital/other agency contracts for staff assignment positions.

-Responsible for gathering and preparing college/departmental sponsored project award data reports as requested.

-Analyzes direct and indirect cost data by unit, PI, etc and prepares financial reports as they relate to departmental grant activity.

-Assures the setup of all new grant budgets and account maintenance in the accounting system.

-Provides assistance to faculty in the expenditure of funds available to them through the dissemination of information and guidelines of the various sponsoring agencies.

-Schedules routine meetings with faculty members to assist them in managing their grant funding in accordance with funding agency and institutional guidelines.

-Responsible for correct and timely salary allocation and for salary reconciliation and salary projections for designated accounts.

-Ensures that monthly detailed budget updates and projections are provided to researchers of all of their available funds, which includes state funds as well as grant awards. Meets with faculty and works closely with administrative staff to resolve any accounting issues and/or discrepancies.

-Perform monthly audits of grant account reconciliation reports for designated company centers to ensure compliance with departmental, institutional, and state guidelines and reports audit findings to Department Administrator monthly.

-Receives 90, 60, and 30 day Award Closeout Notifications from SPS and works with administrative staff and faculty to ensure all salaries are removed, encumbrances cleared and expenditures stopped.

-Monitors awards very closely, particularly during the final six months, and works with faculty researchers to ensure no overspending on accounts while expending all funds appropriately.

-Serves as a resource in acquiring important grant information through privileged systems including myResearch, WSU personnel and accounting systems and NIH eRACommons.

-Foster open lines of communication and partnership with the COM Business office to ensure sound customer service for all PIs and completion of school wide financial projects.

-Work in partnership with the Associate Director and Director of Financial Operations in maintaining open lines of communication for financial information/reports needed for non-sponsored account balances when requested/needed by PIs as part of a financial review meeting and/or to resolve a sponsored research expenses over-run or purchases.

20% Compliance

-Assist with a quality and accuracy review of Effort Reporting Cost sharing (K awards/NIH cap etc.) and ensure the required documentation is in all records.

-Serves as a regulatory content expert to provide faculty with guidance.

-Tracks current regulatory guidelines and informs faculty of needed trainings and certifications.

-Identifies and communicates compliance issues to project staff and faculty. Provides assistance to Principal Investigators concerning compliance issues. Guides Pl’s through the process of bringing their projects into conformance with minimum review standards.

-Maintains documentation of project approvals, as outlined by University policies.

-Assists staff and faculty with development of solutions to resolve compliance issues. Follows-up to ensure that staff and faculty have addressed issues and implemented approved solutions.

15% Project Management

-Has primary responsibility for and provides direct professional support and guidance in the pre- and post-award administration of grants, contracts and related funds to faculty and staff in the College of Medicine (which includes 3 departments, as well as research centers/programs).

-Responsible for all aspects related to budget and cost compliance for COM grants and contracts, using knowledge of grant and contract management rules and regulations, in relation to the governing OMB circulars, institutional policy, technical expertise and analytical skills.

-Works directly and closely with the Office of Research Support and Operations (ORSO) and Sponsored Programs Services (SPS) regarding implementation of research administration policy and procedures. Is primary liaison between COM and ORSO, SPS.

-Serves as expert resource to Vice Dean, Director, and faculty in regard to all grants and contracts application and reporting related issues.

-Responsible for developing and maintaining procedural guidelines for grants and contracts pre-and post-award activities, both internal to the COM Research Office and external for activities impacting departments and programs within COM.

-Maintain project files.

-Develop all materials and documents according to regulations and ORSO requirements.

-Contribute to the development and revision of COM templates, guidelines, SOP’s, etc.as assigned.

-Keep relevant staff informed about deadlines, deliverables, responsibilities and next-steps throughout the life-cycle of the grant.

-Provide regular reports on work-in-progress to supervisor.

-Solve problems related to the administration of awards in a timely manner by communicating effectively, providing appropriate resources and other project related materials, and seeking guidance when necessary.

-Mentor principle investigators, project staff and supervisors in assigned areas.

-Effectively use electronic research administrations systems, and grants and project management tools.

5% Other

-Perform other related work as required

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:

  • Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, or other related degree.
  • Demonstrated computer software skills, including the ability to use Microsoft Office programs, such as: Outlook, Word, Excel, and Access.
  • Knowledge of tools including database administration, electronic proposal systems and other related software.
  • Working knowledge of federal, state and sponsor regulations, guidelines pertaining to contract and grant administration.
  • Extensive knowledge of grant and contract methods and procedures.
  • Ability to have a flexible work schedule.

Preferred Qualifications:

  • Master’s degree in a relevant field.
  • Previous higher education experience in pre- and/or post-award grants and contracts.
  • Experience with state and government regulations pertaining to fiscal management.
  • Experience working with federal grant terms and conditions and developing budgets.
  • Previous higher education or similar experience in monitoring compliance related to grants and contracts.

Additional Information:

Area/College: Elson S. Floyd College of Medicine
Department Name: Office of Research
City, State, Zip: Spokane, WA 99202
Department Link: Elson S. Floyd College of Medicine
Monthly Salary: $3,446
FTE: 1.0
Permanent/Temporary/Project: Permanent
Screening Begin Date: April 13, 2021
Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach a 1) resume and 2) cover letter to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application. The screening of applications will begin April 13, 2021 and continue until a suitable candidate has been identified
Required Documents: Resume and Cover Letter

Time Type:

Full time

Position Term:

12 Month

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: 4/7/2021
Application Due: 7/6/2021
Work Type: Full Time