Business Administrator II, DE CTR ACCEL Program
Job no: 498615
College / VP Area: College of Health Sciences
Work type: Staff
Categories: Financial Services and Procurement, Administrative Support, Full Time
PAY GRADE: 31E
CONTEXT OF THE JOB:
The DE CTR ACCEL Program is funded by an NIH IDeA Program Infrastructure for Clinical/Translational Research U54 Cooperative Agreement. The purpose of this award is to improve the infrastructure for clinical/translational research in the state of DE. Our consortium consists of 5 partners: University of DE (UD)-the lead institution; Nemours Children's Health System (Nemours); Christiana Care Hospital System (CCHS); DE State University & the Medical University of South Carolina (MUSC). There are 6 cores within the ACCEL Program with leadership from across the 5 institutions. The Business Administrator II (BA II) works under the limited direction of the Principal Investigator (PI); serves as an integral member of ACCEL’s senior management team. The BA II works closely with the PI in overall management of the Program, interacts with senior level grants/contract specialists from the University/NIH & grants/admin staff and core leaders from partner institutions. Since UD is the lead institution, the BA II is the key person responsible for overseeing/managing all business/financial/grants operations across consortium institutions. This position is supported by external funds; continuation is contingent upon external funding.
- Participate in strategic operations; assist the PI in identifying new opportunities & drafting implementation plans for the DE CTR ACCEL program. Analyze/interpret complex financial data; develop recommendations based on analyses to facilitate decision-making/planning to leadership & funding agencies.
- Provide short/long-term projections for expenditures for large contracts/cooperative agreements, etc., for CTR Leadership decisions regarding personnel hires, equipment purchases & maintenance contracts ensuring compliance with sponsoring agencies' regulations & University policies.
- Compile/review all proposal financial/admin information to ensure compliance with sponsor systems, prior to submission to the University Research Office & appropriate funding agency.
- Interface with subrecipient/collaborator participants to ensure completion of subrecipient proposal inputs including budgets/effort commitments/statement of work & other sponsor & Research Office required documents.
- Provide relevant expenditure projections including commitments related to salary & purchase orders. Meet monthly with PI's to provide financial reports, advise on budgetary spending & detailed information on monthly transactions, ensure the timely submission of pending sponsor required interim/quarterly/annual technical reports.
- In coordination with the Research Office, prepare financial spending/projections reports in accordance with sponsor financial reporting specifications.
- Provide guidance to the accountant overseeing the close-out process, ensure compliant expenditures, completion of technical, annual & other sponsor-required reports; Ensure compliance with audit requests from the Research Office & University & external auditing organizations.
- Ensure that operational goals are met, particularly those related to grants/financial mgmt/compliance. Solicits input from team members to address opportunities/challenges & independently make operational decisions.
- Develops/executes monitoring, evaluation/tracking plans for program components to continuously measure/improve progress & impact as relevant to strategic goals. Oversee the planning/organizing of the Yearly Budget/Strategic Planning Meeting with input from the PI.
- Responsible for the collection of information/development of DE CTR ACCEL reports, including the annual NIH Research Performance Progress Report (RPPR), NAIPI (National Assoc of IDeA Principal Investigators) Report & DE State Supplement Progress Report.
- Represents the program to constituencies including the general public/governmental agencies/elected/appointed officials/administrators of other institutions, as well as to administrators/students/faculty/staff of UD. Independently oversee/manage staff in addition to coordinate program tasks & professionals at a host of partner institutions across the program including scheduling/training/orienting/conflict mediation & develop procedures, as well as assign work tasks to improve efficiency.
- Responsible for providing leadership, direction & mgmt of team members at partner institutions in the realm of grants mgmt/finances/budgets/compliance. Responsible for planning/leading quarterly budget meetings with grants/admin staff from each of the institutions to ensure proper operations at each site.
- Advises the PI & the ACCEL Program leadership on financial/grants mgmt issues required for daily operation of the Program.
- Participate in weekly Executive Committee meetings, monthly Leadership and Steering Committee Team meetings with NIH program officials. Day-to-day monitoring/mgmt of the budget. Works with each of the Core Leaders to ensure proper budget mgmt.
- Monitor overall compliance of all federal/state/institutional reporting criteria. Support the PI on grant submissions, including analysis of the granting mechanism, verifying accuracy & all other requests derived from the sponsors call for proposals in compliance with UD policies/procedures.
- Develop timelines for grant submission process to meet all University/College timelines/foster communications with college/research office as appropriate.
- Communicate with the Research Office at UD & CHS to ensure proposals are submitted on time and according to University policy.
- Manage post-award process including reconciling accounts, monitor budgets, prepare internal/external financial documents & communicate with investigators/study team members/department administration.
- Maintains knowledge of applicable laws, policies, procedures, etc., necessary to comply with Federal/State/University regulations concerning grants/contracts. As a result, disseminate/implement policies/procedures as necessary. Attend the national/regional IDeA-CTR meetings. Perform other job-related duties as assigned.
- Bachelor's degree in business administration/accounting or other job-related discipline and five years job-related experience or equivalent combination of education & experience. Experience working with admin policies/procedures as well as contract/grant administration.
- Demonstrated leadership skills including ability to make procedural decisions/judgments, organizing work & setting priorities appropriately for the given situation.
- Ability to plan/manage time & assignments to ensure delivery.
- Excellent communication skills with demonstrated public speaking/persuasion/negotiation skills/tact & good judgement; extensive experience in working collaboratively, coaching/guiding the work of others; ability to develop/plan/implement short & long-term range goals.
- Ability to work across organizational boundaries as an effective member of a team & demonstrated ability to communicate/collaborate effectively with a diverse range of campus & community constituencies.
- Knowledge of grant funding policies/procedures & applicable Federal/State/University regulations.
- Ability to effectively build organization/staff capacity, developing an effective workforce & the processes that ensure the organization runs smoothly.
- Ability to make procedural decisions/judgments, organizing work & setting priorities appropriately for the given situation.
- Ability to plan/manage time & assignments to ensure delivery.
- Ability to use advanced techniques in spreadsheet/database management (Excel/Access), preferably experience with PeopleSoft Query/Financials/MS Office.
- Knowledge of federal/state regulatory policies; familiarity with gift processing, pre/post award grant processing/budget prep. Strong organizational skills/attention to detail.
- Demonstrates an understanding/consideration of the differing needs/concerns of individuals with varying identities, cultures/backgrounds.
- Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.
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