The Post-Award Finance Shared Service in the Vagelos College of Physicians and Surgeons (VP&S) assists investigators and their administrators with financial components of managing grants and other funding in each investigator's portfolio. The Director oversees the services provided by the Shared Service team, supervises team members, and provides direct support to faculty and administrators on complex sponsored project matters. The Post-Award Finance Shared Service is a growing program that currently consists of four team members who support approximately twenty investigators with grant portfolios in excess of $20 million. As an expert in post-award management, the Director will play a key role in driving the growth of the service by expanding the number of investigators supported, ensuring an outstanding quality of service, and establishing standards to ensure ongoing transparency and compliance in the financial management of sponsored projects and similar awards.
Oversee the design, development, and implementation of a suite of PI Portfolio Update reports that will be prepared and distributed on a monthly basis to assist Principal Investigators (PIs) and their administrators in the review and management of faculty members' individual funding portfolios, which may consist of grant, contract, gift, endowment, and other types of restricted and unrestricted funding. Identify and pursue opportunities to refine and optimize existing reports, including championing and guiding future automation efforts.
Hire, supervise, and train a team of Grants Finance Managers and Grants Finance Analysts. Provide mentorship and support the ongoing development of team members, and, at times, departmental finance personnel.
Establish and ensure ongoing application of processes and best practices for all services provided by the team. Standardize workflow, communications flow, status tracking, and documentation processes for all tasks, such as new project setup, salary distribution/transfer transactions, financial reporting, and award closeouts. Create and review consolidated reports to ensure sponsored projects are managed properly.
Represent the Shared Service throughout the organization, interacting directly with Department Chairs, Department Administrators, leaders of central financial and sponsored projects offices, and others. Promote success of the shared service by working closely and collaboratively with these contacts and by partnering with faculty and administrative leaders in basic science and clinical departments to plan departments' adoption of and ongoing relationship with the Shared Service. Maintain positive relationships with clients, discuss service options with prospective clients, and address escalated issues and concerns, especially complex matters related to large, multi-PI grants. Ensure cross-coverage and seamless support during personnel leaves and transitions. Maintain and direct implementation of the team's Shared Service Agreement.
Work closely with the VP&S Pre-Award Core to ensure the teams provide coordinated and seamless support to departments. With the Director of the Pre-Award Core, co-lead efforts to maintain clear communication and workflows, and to provide ongoing review of processes and support activities that the two teams provide to departments.
Ensure completeness of documentation maintained by the Shared Service team, both during award management and after award closeout.
Provide expert oversight and consultation with regard to key financial management and compliance processes within the institution, including expense certification and effort reporting. Provide support for periodic reviews or audits of documentation. Provide input on ongoing efforts throughout the institution to improve reporting and access to financial information about sponsored projects and similar funds.
Maintain familiarity with evolving regulatory and compliance context. Stay up to date on new grant-related rules and procedures. Participate in and present at meetings and training sessions of VP&S grant and finance personnel.
Bachelor's degree or equivalent in education, training, and experience, plus five years of related experience.
Strong familiarity with financial principles and processes related to award management in academic medical research or similar environment.
Comprehensive knowledge of sponsored project lifecycle; strong working knowledge of pre-award process; detailed familiarity with post-award financial management and compliance activities.
Demonstrated ability to work effectively with a diverse population of faculty and staff.
Outstanding diplomatic and communications skills; ability to build collaborations and gain buy-in from clients and other partners within an organization. Must be able to communicate clearly and accurately directly with department chairs and other senior principal investigators. Must be able to communicate effectively on a technical level with operations personnel in central offices and sponsoring agencies.
Exceptional judgment in matters of financial management, compliance, communications, and priority-setting; demonstrated ability to produce accurate results and meet deadlines.
Demonstrated, advanced analytical skills and organizational skills.
Demonstrated ability to prepare reports on complex financial information and present them clearly to others.
Must possess advanced Excel skills, including familiarity with creation and use of complex pivot tables, lookup functions, and other features for formatting, manipulating, and analyzing data.
Must possess familiarity with relevant federal regulations as well as typical institutional requirements and best practices for sponsored project management.
Must be familiar with online systems pertinent to position (examples include eRA Commons, InfoEd, and ASSIST).
Master's degree in a relevant discipline plus five years of related experience, or Bachelor's degree plus at least seven years of experience.
Demonstrated ability to lead teams in a rapidly changing environment.
Experience with managing or leading grants and contracts administration in a university or academic healthcare/basic science research setting.
Supervisory experience that includes hands-on familiarity with personnel policy and practice; ability to mentor management-level team members.
Experience with advanced analytics/reporting tools sufficient to provide input on the ongoing development of interactive dashboards and other reports in an environment such as Microsoft Power BI; general familiarity with data warehouse reporting principles, financial database structure, and/or SQL queries.
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