Institute Grants & Fin Admin

May 15, 2021
Jun 08, 2021
Full Time
The Institute Finance & Grants Administrator is responsible for the management of the financial portfolio of the Institute. They will oversee and manage reporting, forecasting, allocation, submission (where appropriate), tracking, and compliance of the Institute's activities in clinical activities, special purpose funds, clinical trials, grants, and contracts. The position will report to the Institute Program Manager/Lead, the Clinical Director, and the Institute Director. The position will also have reporting lines to the Director of Grants and Contracts, the Senior Vice President's office in which the Institute Resides, and the Foundation's special purpose fund administrator. The Institute Finance & Grants Administrator will provide regular financial updates on all aspects of the Institutes finance to the Director and other offices as required. They will monitor financial resource allocation for the program and ensure proper effort allocation to funding sources is maintained. They will work with the management, budgeting, and submission of grants and contracts. They will ensure that Institute personnel are compliant with grant and contract requirements and reporting and will work with the team to prepare required reports. They will work with the relevant offices on preparing annual budgets and reports of activities. The individual must be knowledgeable in the different financial systems that intersect across these activities and able to maintain the multiple relationships the position will require. The individual will be trained on the systems relevant to the job and will be accountable to the governing administrators for following standard operating procedures for those groups.
The individual is responsible to manage the financial and compliance risk related to sponsored programs with multiple sources of funding to include federal and non-federal awards, industry sponsored clinical trials and philanthropic awards. In addition, the individual will be responsible to manage the program's national and international subcontracts with the appropriate teams.


Minimum Education
Bachelor's Degree

Specific Requirements and Preferences
preferably in Business Administration, Hospital Administration, Public Administration or other related field (Required)

Minimum Work Experience
1 year- business grants management or related experience (Required)
3 years- progressive pre- (proposal submission) and post award experience (Preferred)

Required Skills/Knowledge
Ability to identify problems and find creative, effective solutions.
Demonstrate aptitude for quantitative analysis.
Excellent verbal and written communication skills.
Ability to handle multiple tasks, meet deadlines and handle confidential materials.
Proficiency with personal computer and related software.
Solid management and organizational skills.
Excellent judgment.
Ability to work with limited supervision.

Functional Accountabilities

Monthly Monitoring and Audit Support
1. Process charges, determine the allowability, reasonability, and allocability of charges, verify availability of funds and obtain proper authorizations in an accurate and timely manner.
2. Review payroll distributions and ensure they are correct for staff allocated to cost centers on a bi-weekly basis; process PDR's in a timely fashion.
3. Work with Grants and Finance Administrator, Accounts Payable matters (Invoices, Check Request and Expense Reimbursements) and Purchase Requisitions as needed.
4. Work with divisional finance personnel to track clinical financial performance and identify variations from budget and expected performance.
5. Complete Payroll distributions reconciliations, payroll distribution reports and effort certifications to ensure timely submission and overall compliance.
6. Review and approve all financial requests for compliance with administrative and financial requirements per the OMB circulars, including but not limited to purchase requests and personnel changes, escalating to higher authorities when necessary.
7. Monitor monthly expenditures to track spend rates on all financial streams for the Institute.
8. Prepare documents for cost transfers and personnel redistributions.

Grant Program Administration
1. Work with the Director and Manager to develop evaluation tools to measure financial and operational performance of all program components.
2. When developing a detailed line-item budget, ensure budget expenses are allowable, allocable and reasonable for specific project and proposal depending on the source funds and project.
3. Serve as the financial liaison for all sub-contract and ensure timely execution of contracts and ongoing financial monitoring.
4. Perform continuous monitoring of contract terms and work with the Director and Manager to ensure the sponsoring agency guidelines and contract terms are adhered to by all parties working for the program (e.g. Children's employees, subcontractors, trainees other Universities, etc) throughout the life of the project. Work with Contracts office on renewals modifications etc. of contracts.
5. Work closely with Principal Investigators and Clinical Research Administrators to ensure clinical research billing compliance.

Agency Reporting/Proposal Development
1. Work with principal investigator to complete interim progress and/or and administrative reporting requirements for the sponsor/funding agency, including requests for re-budgeting, changes in program personnel, extensions, supplements or revisions of the award.
2. Provide technical assistance to principal investigator and staff in completing the proposal for submission to the funding agency including the following tasks but not limited to: determines eligibility; interpret funding opportunity announcement (FOA) guidelines and requirements; collects pre-award compliance forms, develop detailed line-item budget; contact external sites as needed to collect subcontract documents and information (such as letter of intent, detailed budget, budget justification.
3. Ensure application is in compliance with award terms and conditions and applicable federal and state regulations.
4. Ensure budget expenses are allowable, allocable and reasonable for specific project and proposal, when developing detailed line-item budget,
5. Help develop financial reports for PIs, Grants and Finance Administrator and special projects as needed.

Internal and External Relations
1. Act as liaison between Grants Management, Special Purpose Fund, Clinical Revenue Stream Team, and others as needed.
2. Work with Research Accountants to ensure invoices and FFRs are correct and timely.
3. Assist investigators by answering questions regarding their award(s) and the grants management process.
4. Discuss strategies with investigators for continuous funding for their research and manage current awards; read, interpret, and assist investigator in understanding instructions in funding opportunity announcements.

Other Duties and Accountabilities
1. Collect monthly effort reports.
2. Manage all funding including federal, nonfederal, and operational in the Institute's portfolio to assist in the strategic decision making process.
3. Assist in fiscal year end closeout process for the Institute.
4. Draft policy.
5. Prepare, review, approve, and submit both paper and electronic grant applications for federal and nonfederal sponsors, including but not limited to: PHS398, SF424 via, FastLane submissions, HRSA Electronic Handbook submissions, Proposal Central submissions for various sponsors.
6. Complete close out reports for projects as they end; complete paperwork for transfers of grants.
7. Assist principal investigators with completion of progress reports.
8. Submit competing continuations and revised applications.

Organizational Accountabilities
Organizational Accountabilities (Staff)
Organizational Commitment/Identification
1. Anticipate and responds to customer needs; follows up until needs are met
Teamwork/Communication 1. Demonstrate collaborative and respectful behavior
2. Partner with all team members to achieve goals
3. Receptive to others' ideas and opinions
Performance Improvement/Problem-solving 1. Contribute to a positive work environment
2. Demonstrate flexibility and willingness to change
3. Identify opportunities to improve clinical and administrative processes
4. Make appropriate decisions, using sound judgment
Cost Management/Financial Responsibility 1. Use resources efficiently
2. Search for less costly ways of doing things
Safety 1. Speak up when team members appear to exhibit unsafe behavior or performance
2. Continuously validate and verify information needed for decision making or documentation
3. Stop in the face of uncertainty and takes time to resolve the situation
4. Demonstrate accurate, clear and timely verbal and written communication
5. Actively promote safety for patients, families, visitors and co-workers
6. Attend carefully to important details - practicing Stop, Think, Act and Review in order to self-check behavior and performance

Childrens National Hospital is an equal opportunity employer that evaluates qualified applicants without regard to race, color, national origin, religion, sex, age, marital status, disability, veteran status, sexual orientation, gender, identity, or other characteristics protected by law.

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