Fiscal and Post-Award Grants Supervisor
Employment Type: Full-time
Posted data: 2021-04-22
Title:143K-YN - Fiscal Analyst 3
Business Title:Fiscal and Post-Award Grants Supervisor
Job Family:Civil Service - OT Eligible
Summary of Duties:
The Fiscal and Post-Award Grant Supervisor, reporting to the Grants Lifecycle Manager, 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 systems that will create an efficient process for researchers and their staff to procure and fiscally 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 Fiscal and Post-Award Grant Supervisor also serves as the primary person 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).
The Supervisor also recruits and hires fiscal analyst and fiscal support staff, training, overseeing, and assigning work and providing an evaluation of work performance.
The responsibilities of the Supervisor have a 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 research end-users to ensure a smooth transition and/or successful adoption of new applications or enhancements.
Post-Award Grant Management - 35%
- Leads complex post-award grants management projects, managing funded grant awards including preparing multiple budget spreadsheets, working with subcontractors to obtain their sub-proposals 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 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 Principal Investigators (PIs) to prepare requests for no-cost extensions and requests for budget changes, and helps with other problems that occur after the award has been made.
- 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 Grant Lifecycle Manager informed of the status of accounts and impact of transactions. Approves new account authorizations for use by Sponsored Program Services (SPS) in establishing or amending accounts. Maintains responsibility for subaward 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 sub-contractors 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, sub-contracts, 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.
Grants Process Management Process Development and Improvement - 15%
- 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 abstract up as needed to represent 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 and Business Objects.
- Creates, maintains, and monitors budget databases used to track budget projections, expenditures, staff FTE and deliverables completion. Ensures integrity of data.
Program Business Process Improvement - 15%
- Works with IREACH Grants Lifecycle Manager, PIs, and study staff to define current and future post-award and 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.
- Assesses the impact of finance business process changes within IREACH and WSU systems, operations, and management, and identifies linkages to business strategies.
- 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.
Staff Effort Distribution Management - 15%
- Collaborates with Grants Life Cycle Manager and Associate 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.
Supervision and Oversight - 10%
- In collaboration with the Grants Lifecycle Manager and Associate Director recruits and makes recommendations for the hiring of fiscal analysts and fiscal support staff.
- Trains, oversees, assigns, and schedules work to fiscal analysts and fiscal support staff, and acts upon leave requests.
- Establish job performance standards and evaluates work performance of staff; initiates corrective action, with guidance from HRS, if performance is not acceptable.
- Trains and develops fiscal analysts and fiscal support staff 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.
Communication and Relationship Development/Management - 5%
- 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 trainings and presentations on policies and processes to IREACH staff, as required.
Other - 5%
- Other duties as assigned.
A Bachelor’s degree, which includes 18 quarter or 12 semester hours in accounting, auditing, or budgeting and two (2) years of relevant professional experience, or equivalent education/experience.
- 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, to include 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.
- Experience working in a University and/or consensus-driven environment.
- Demonstrated experience using Microsoft SharePoint.
- Demonstrated knowledge and experience using NIH business systems.
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
Screening Begin Date: April 28, 2021. The position will remain open until filled.
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
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.
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