Req No.: 2014-0586
Location: UCI Medical Center - Orange
Under the general direction of Department Administrator and Chairman, incumbent has independent responsibility for the highest-level financial and administrative management of a multi-million dollar annual operating budget including all departmental contracts and grants, professional fee revenue, donor funds, and sales and service revenue. Responsibility for initiating, approving, reporting, analysis, review and monitoring of all fund sources including professional fees, gifts, federal, state and private contract & grant funds. Work closely with the Department administrator on strategy to achieve the Departments financial goals and responsible for implementation and on-going maintenance. Incumbent will be responsible for budgeting and forecasting and overseeing the production of monthly financial report. Reviews financial reports and budget variances and makes recommendations. Serve as Contract and Grant Administrator responsible for all intramural and extramural funding in the Department of Pathology. The contract and grant activity include eleven specialty divisions within the Department. Specific responsibilities include financial analysis and reporting on all account-funds, budgeting, projections and fiscal close functions. Assist Principal Investigator in preparation and submission of research proposals and budgets and submission. Maintain financial stability of all funds following CAS guidelines and contract guidelines with award sponsors. Position requires working independently to perform complex financial analyses, budgeting, planning, preparation and administering of a multi-million dollar budget ($11 million) with multiple funding sources and professional fee revenue of $4 million.
Salary: Monthly $5305.42
Work Schedule: 8-5, M-F
Final candidate subject to background check.
As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
Please attach your resume.
View Job Description for the position requirements.
Job Essential Function 1
Percent of Time: 45%
Responsible for management of all fiscal-related functions in the Department of Pathology including budgeting, payroll, contracts and grants, contract negotiation and financial audit. The incumbent will work with the administrator to establish and refine operational structure. Incumbent has oversight of the financial aspects of the Department of Pathology including all fund sources (professional fees, contracts and grants, course fee and CME income, recharge income, gifts and allocations from School of Medicine and hospital). Direct reports will monitor all expenditures including faculty and staff salaries, benefits and provide initial expense projections and involve incumbent in more complex issues.
Oversee and review and preparation of professional fee, contract and grant, various donors and pre-tax reports for accuracy and completeness. Independent control of departmental funding sources including professional fee, private gifts, state and federal funding, contract & grant awards, hospital and School of Medicine funding. Responsible for reviewing all accounts in the department, analyzing for compliance with Cost Accounting Standard guidelines and UC Policy and Procedure.
Participate in long-range financial planning for all units within the Department. Independently analyzes financial data on all Departmental accounts and develops monthly status reports, expense and revenue projection reports and budget proposals and forecasting. Quantify financial performance of individual divisions/units, identify possible trends, prepares profit and loss statements and advise Administrator of recommendations, formulates resolution plan and implements solutions.
Responsible for all accounting, budgetary and reporting systems for department. This includes the implementation of new accounts and funds for all revenue and expense.
Establish and maintain fiscal controls for all sources of funds to ensure solvency and compliance with University policy.
Compose and implement Independent Contractor agreement, Service Agreements and other contracts as needed for the Department of Pathology.
Oversee financial staff who are responsible for monthly analysis of deposits and expenses ensuring immediate resolution to any discrepancies; process transfer of funds and/or expenses to the appropriate expense accounts to ensure solvency. Reconcile all expenses to monthly payroll and general ledgers assuring appropriateness and accuracy, making corrections to discrepancies. Maintain back-up documentation for all expenses for audit purposes.
Prepares budget reports, monthly and end of year balance projections. Projections for professional fee funds are based on growth and known changes and previous experience. Responsible for overseeing and preparing all fiscal close functions on all departmental accounts.
Responsible for reconciliation and monitoring of School of Medicine Foundation funds for the Department.
Analyze all gifts/grants to determine category using Gift Administration policies.
Prepares surveys for comparison with other practices across the nation.
Supervises and coordinates other analysts work in department financial planning, budgeting forecasting and the annual department budget allocations.
Executes day-to-day decision making authority related to initiating and or approving financial transactions.
Job Essential Function 2
Percent of Time: 45%
Responsible for coordination and directing management of all Contracts and Grant administration in the Department.
Advises academic and research faculty during the pre-award grant application process by creating budgets, interpreting agency guidelines and assist in completing application. Provides analysis of the various restrictions and regulations.
Manage all post-award administration for Department of Pathology by providing monthly financial reports, projections and status of contract for the Principal Investigator.
Assist the principal investigator with the grant application process and prepare administrative approval forms through Kuali Coeus. Assist principal investigator in the preparation of all budgets for contract and grants and clinical studies.
Review and monitor all expenditures to ensure compliance. Take appropriate action to ensure all accounts are solvent.
Prepare monthly financial reports for the principal investigators.
Ensure University, State and Federal requirements and regulations are met.
Responsible for analysis of expenditure requests on awards ensuring adherence to budget and agency guidelines.
Work closely with PI during close-out of awards ensuring all equipment, supplies, salaries and benefits are projected accurately through the end of project, reviewing liens and ensuring that encumbrances are released.
Review all Award Synopsis reports on new awards, verifying budget (direct and indirect costs), dates of project period and terms of the award.
Develop and maintain auditable record of all outgoing and terminated projects.
Review all requests for expenditures including salary, supply, equipment, travel and other expenses to assure consistency with approved budget and availability of funds.
Act as liaison with other campus departments including Contract and Grant Accounting and the Office of Research Administration (ORA) for all issues related to pre and post-award management of contract and grants.
Advise Principal Investigator of actions required to meet ORA or agency approval for modifications to award terms such as re-budgeting of funds and plans for expenditures. Analyzes expenditure requests from the PI and makes written recommendations.
Independently perform fiscal close functions on all terminating awards, prepare as requested financial reports to agency or Contract and Grant Accounting.
Initiate and process all departmental recharges on Contracts and Grants ensuring compliance with University policy and procedures and CAS practices.
Respond to audit inquires and represent department in audit situations.
Prepare the federally mandated after-the fact certification Personnel Activity Reports (PARs) for employee and faculty effort and compensation.
Prepare Cost Sharing reports collaborating with Contracts & Grants Accounting and Principal Investigator
Job Essential Function 3
Percent of Time: 10%
Establish operational structure for the business office overseeing administrative functions related to financial management, research administration and procurement and reimbursements.
Plan and direct administrative functions of the business office ensuring that all areas are managed effectively. Analyze problems, gathers data and information and finds solutions to improve operations as needed or required.
Develop and implement long-range and short-range goals to improve the overall operation of the business office.
Assign and delegate duties and priorities for support staff within the business office as necessary.
Supervise staff by assigning work, establishing priorities, completing annual performance evaluations and participating in interviewing and recruitment process.
Represent the department at meetings with the School of Medicine, Medical Center and other institutions as necessary to carry out duties.
Establish organizational structure to oversee research administration in the department including pre and post contract and grant management including grant application process, budget preparations, contract payments and invoicing for payments.
SKILLS, KNOWLEDGE AND ABILITIES:
Required Education/Work experience: 7-9 years of relevant work experience with a BA/BS in related field or equivalent work experience.
Experience in quantitative analysis with strong analytical skills.
Demonstrated skill in complex financial analyses, planning, preparation and administration for a multi-million dollar budget with multiple funding sources.
Experience conducting long and short range financial planning in a complex funding environment and ability to maintain complex financial control and reporting systems.
Extensive knowledge of general accounting principles, business operations, profit and loss statements and budgeting.
Conceptual thinker with ability to analyze and evaluate major budgetary business issues.
Skill in time management to effectively organize multiple projects and set priorities to meet a variety of deadlines in an environment of rapid and conflicting demands.
Ability to analyze situations and define problems, formulates logical conclusions, recognizes alternatives and proceeds independently with minimal supervision using judgment, tact and discretion.
Skill to work as a part of a professional team and in maintaining confidentiality.
Effective interpersonal communication skills, both oral and written.
Experience in establishing and maintaining effective working relationships with all levels of staff, faculty administration and outside contacts.
Experience with complex spreadsheets and word processing software programs.
Skill in financial analysis, planning and administration of complex budgets from multiple funding sources that vary widely in scope and fluctuate in funding level to achieve departmental objectives.
Skill and training in contract and grant budget analysis and projection. Ability to provide reports reflecting income expense projections, trends and variance.
Experience with University on-line financial systems.
Knowledge of University policies and procedures related to accounting, sponsored project administration, purchasing and payroll/personnel. Familiar with General Accepted Accounting Principles (GAAP).
Knowledge of federal, state and University regulations relating to contracts and grants, including OMB Circular A21 and Cost Accounting standards (CAS) requirements.
Below are general guidelines on the position's physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.
Squat: Not Applicable
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Not Applicable
Handle Objects: Frequently
Reach Above Shoulder Level: Occasionally
Use Fine Finger Movements: Frequently
Carry/Lift Loads up to 25 Pounds: Occasionally
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Perform Calculations: Constantly
Communicate Orally: Constantly
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Occasionally
Contact with Water/Liquids: Occasionally
Drive Motorized Equipment: Not Applicable
Confined Spaces: Occasionally
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Not Applicable
Gas System: Not Applicable