Associate Director Research Administration - Chicago, IL, United States - Workday

Description

Department

Harris School Finance

About the Department

Why policy? For a better world. Why Harris Public Policy? Because when it comes to better policymaking, evidence matters. We work at the frontiers of data collection and analysis, using the latest technology and social science methods to design policies that work for society. We conduct rigorous inquiry in an environment of innovation and risk taking, fearlessly questioning the status quo. We collaborate across the private, public, and nonprofit sectors, adopting new methodologies to drive better solutions. We engage with our city, our world, and our leaders every day to evaluate and test our ideas. And we lead with our passion for driving social change, knowing that passion alone does not equal impact. With passion and precision, we figure out what's best for society—and get it done. This is Harris Public Policy: Social impact, down to a science.

Job Summary

The Associate Director administers pre-award and post-award activities relating to grant and contract proposals/funding which includes preparing applications and editing proposals. Post-award activities include compliance monitoring, payment processing, financial reporting, budget projections, and salary allocations. The Associate Director acts as a resource for colleagues with less experience. The Associate Director manages monthly, quarterly, and year-end financial reporting for faculty accounts. The Associate Director is responsible for the fiscal management of day-to-day financial transactions initiated by faculty and/or affecting faculty accounts, ensuring timely and accurate processing. The Associate Director uses best practices and expertise to develop budgets, taking into consideration actual performance, previous expenditures, and estimated expenses and income. Creates financial models and maintains accurate records of spending and budgetary control measures. By ensuring the completion and accuracy of these financial functions, the Associate Director is contributing to the financial health and accurate budgeting capabilities of Harris.

Responsibilities

• Looks for funding opportunities and discusses interests with faculty; creates and manages profiles within the University database.
• Budget and forecasting for grants and awards as part of the faculty portfolio.
• Advises Research Center Executive Directors and management who oversee grants.
• Communicates and collaborates with URA to facilitate smooth transition throughout the full grant life cycle.
• Seeks new avenues for funding and grant opportunities and ensures that notices of relevant opportunities are brought to faculty attention. Works with sponsors to draft proposal budgets in accordance with university needs, with a moderate level of guidance and direction.
• Performs compliance review of all proposals for adherence to university, agency, and federal requirements.
• Coordinates active grant management activities, including submission of progress reports, non-competing applications, amendments, technical reports, just-in time submissions, no-cost extensions, agency required re-budgeting, carry-over requests, Data Use Agreements, and Material Transfer Agreements.
• Manages the execution of Sub-awards, Sponsored Consulting Agreements, and Sub-award Amendments
• Works with minimal guidance to provide analytical support for complex budget projects. Examines past budgets to research economic and financial developments that affect spending.
• Develops financial documents such as budgets, spending reports, balance sheets and financial statements, ensuring all meet applicable internal and external requirements.
• Submits annual budget and monthly forecasts for faculty accounts to the Budget Office via Delphi/Oracle Planning systems.
• Provides specialized analysis and administration of the budget.
• Reports on variances between the approved budget and actual performance and recommends revised procedures.
• Works independently to manage the general ledger and create financial statements, regulatory reports, and management reports.
• Maintains, reconciles, and corrects errors in accounts on a timely basis to ensure accuracy.
• Develops reports on discrepancies, missing or pending payments, unauthorized or inappropriate charges.
• The job develops and maintains accounting policies and controls, creates financial reports, and safeguards assets.
• Examines and analyzes complex accounting records for the purpose of determining gains and losses, receipt and disbursements, and inventory.
• Guides others and acts as a resource on systems of recording costs or other financial and budgetary data. Advises faculty of problem spending patterns including both under and over-spending; provides recommendations as needed.
• Works independently to maintain and support planning and execution of financial strategy; receives minimal guidance.
• Provides professional support as a primary account administrator for account owners in an intensive customer service environment.
• Uses best practices and in-depth financial knowledge in the preparation of annual budgets, monthly forecasts, and all other financial reports for faculty internal and sponsored accounts.
• Ensures service and communication to PIs, standardized information, best practices development, and that all faculty and research staff are aware of any new grant policies and changes.
• Provides specialized support for the research enterprise within a department or unit, including pre- and/ or post-award administration for all sponsored activity. Serves as liaison between PIs, University administrative offices, and external agencies.
• Analyzes industry trends and remains current with agency and regulatory changes. Monitors department/ unit compliance with University, Divisional and Department policies and procedures and implements corrective actions for issues identified.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

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Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

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Certifications:

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Preferred Qualifications

Education:

• Bachelor's degree in accounting or finance.

Experience:

• 5-7 years of administrative or accounting experience in a similar position.
• Current proficiency or ability to gain rapid proficiency in University of Chicago systems (i.e., FAS, BuySite, eLedgers, AURA, Delphi, Business Objects).
• MS Office proficiency.
• Moderate to advance Excel proficiency and comfort in manipulating/analyzing large datasets.
• Proficiency with post-award activities including account creations, regulatory and compliance monitoring, salary allocations, effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process, and account closing.
• Analyze, interpret, and implement University policy and procedures and sponsor guidelines and regulations to ensure accurate response.
• Familiarity with federal and non-federal grant and contract policies.
• Familiarity with higher education environment and knowledge of the University of Chicago's unique culture strongly preferred.

Preferred Competencies

• Take initiative and organize/complete projects with minimal supervision.
• Strong attention to details.
• Highly organized, timely, and responsive.
• Work closely and successfully with faculty, students, staff, and other senior officials.
• Excellent analytical skills, interpersonal, written, and verbal communication skills.
• Manage multiple projects simultaneously, and work under pressure to meet deadlines.
• Manage confidential information with absolute discretion.
• Ability to research issues and propose solutions to problems.
• Proficient with grant contractual language.

Application Documents

• Resume/CV (required)
• Cover Letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Exempt

Pay Frequency

Monthly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: . Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL

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