Job Board Title:
Perform technical fiscal analysis and financial reporting in accordance with Generally Accepted Accounting Principles (GAAP). Activities include a variety of complex and varied post-award administration functions in support of the Initiative for Research and Education to Advance Community Health (IREACH), such as analyzing and developing budgets for grants, contracts, state funds, and/or program funds, establishing and maintaining comprehensive fiscal record-keeping systems, analyzing, establishing and maintaining cost center and/or self-sustaining accounts, maintaining professional fee records, and coordinating diverse unit-wide fiscal support functions such as travel, procurement, account setup, reconciliation, and maintenance, incentive management, sub-award management, and fiscal planning.
The incumbent creates, monitors and maintains awards on sponsored programs; ensures compliance with grant and/or contract requirements; and notifies appropriate personnel of actions needed on budget problems. The incumbent assists with interpreting administrative regulations and policies to staff within the institution and outside agencies. The incumbent performs accounting duties such as cost share reporting, Facilities and Administrative (F&A) reconciliations and budget reconciliations. The incumbent creates financial reports analyzing, interpreting and summarizing data in accordance with the specific agency’s terms and conditions. The incumbent reviews, analyzes and interprets agency accounting and financial records and reports produced by automated and manual systems; analyzes and corrects discrepancies; assists in the preparation of fiscal reports and provides recommendations to management concerning overdue receivables.
Post-Award Grants Administration – 60%
Collaborate with the Fiscal Analyst Lead, principal investigators, program staff, and unit management to develop administrative/budget portions of grant and contract proposals based on sponsor guidelines.
Review all grant and contract documents (both the prime award and the sub-agreement) together with any attachments and references to ascertain all important information to ensure proper monitoring and reporting through the life of the projects.
Creates financial reports out of Administrative Information Systems (AIS) and the Financial Data Warehouse (FDW), or Business Objects, building parameters and conditions to retrieve and analyze relevant financial data, creating budget projections that will inform spending decisions, subcontract modifications, and FTE allocations on grant budgets.
Communicate with WSU Office of Research Support and Operations (ORSO) and sub-contractors to monitor and evaluate all levels of spending. Reconciles fiscal statements and prepares journal vouchers (JVs) and Expense Transfer Requests (ETRs) as necessary to ensure expenditures are posted to the correct accounts.
Manages subaward invoice tracking through the JIRA system, reviewing and analyzing each subaward invoice received for appropriateness of charges and compliance with fiscal policy, and obtaining approvals for payment.
Reviews and processes vendor payment claims on grant accounts, scrutinizing invoices to ascertain appropriateness of charges and compliance with fiscal policy, and resolves problems related to accounts payable.
Liaise with unit staff, sponsors, Sponsored Programs, and Grants & Contracts Accounting for processing of awards, sub-contracts, and research agreements to set-up new project budgets, sub- budgets, outgoing or incoming sub-contracts and subsequent amendments to sponsored projects.
Maintain record keeping and reporting systems for varied and complex sources of funding; responsible for review/audit of fiscal operations in accordance with GAAP principles; utilizing fiscal information to define trends and make recommendations and decisions about post-award grant spending, based upon analysis and interpretation of financial data.
Maintains responsibility for incentive management on grant accounts, including gift card purchasing, disbursement, and participant incentive logs.
Analyze/review Expenditure and Revenue Transfer Requests and Sponsored Projects Activity Requests under the terms and conditions of the grant/contract for allowability, accuracy and completeness using University fiscal policies and procedures in conjunction with Agency policies and procedures and/or special terms and conditions.
Monitor expiring grant and contract budgets and prepare information for close-out according to sponsor and University policies and procedures; provide budget close-out information to Grant and Contract Accounting for final financial sponsor reporting and invoicing; and notifies all concerned of reporting deadlines and ending dates.
Respond to inquiries from and provide assistance to departmental personnel, principal investigators and account administrators concerning general agency guidelines, specific award/account regulations and University policies.
Budget/Account Maintenance – 20%
Complete Sponsored Project Activity Request (SPAR) and/or Research or Conference Account Request (RCAR) paperwork necessary to set up accounts for grants/projects including management of funding from various sources including extramural research support funds, start-up funds and travel funds, facilities and administration (F&A) costs return.
Conduct the monthly account reconciliation reporting processes for all sources of funding, building complex financial reports to track project revenue by specific funding category, determine causative factors in expenditure trends, and evaluate Unit’s programs through comparison of actual performance with budgeted/planned objectives.
Generate and disseminate results to various parties including principal investigators and project staff, Unit and campus management, and sponsors, as needed.
Provide end-to-end post-award fiscal support services, including preparation of just-in- time documentation, study budgeting and expense tracking, all the way to study closeout.
Advise and assist Unit’s management and staff regarding budgetary policies and procedures.
Develop budget models, formulas, and procedures to be used in allocating and tracking special appropriations, including monthly overhead allocation.
Assist the Fiscal Analyst Lead with audit preparedness activities for the unit.
Work with study principal investigators, project leader, unit management, and other WSU departments to track and update staff salary distributions on multiple projects and budgets on a monthly basis.
Procurement Support – 10%
Reviews purchase requests for allowability on grant and other department budgets. Work with the Fiscal Analyst Lead to ensure compliance with University policy pertaining to purchases. Communicates any policy deviations to purchasers within the department and designs and delivers trainings to ensure adherence to purchasing policy on sponsored research projects.
Process approved procurement requests on sponsored research and other department accounts, including Interdepartment Requisition Invoices (IRIs), Department Requisitions, Bids, and Blanket Purchases, utilizing the PAPR system as necessary.
Act as approving official for assigned Purchasing Card Accounts; reviews departmental purchasing cards reconciliations for compliance with fiscal policy; maintains file and log for assigned purchasing card(s).
Track all purchases: department requisition numbers, delivery, and payment. Oversees and/or ensures posting to correct account.
Travel Support – 5%
Serves as the staff contact for policy interpretation regarding purchasing, travel, and reimbursements on grants.
Interprets the rules and regulations adopted by OFM and GA relating to Travel.
Other – 5%
Other duties as assigned.
A Bachelor’s degree or equivalent, which must include at least 18 quarter or 12 semester hours of accounting, auditing or budgeting; OR equivalent education/experience.
Knowledge of accounting practices.
Proficient with Microsoft Office suite products.
Experience working with sensitive and confidential information.
Occasional travel is required.
Evidence of strong interpersonal skills and competence communicating and working with health professionals, faculty members and researchers, and diverse groups within the general public.
Experience working in a customer service setting.
Higher education experience.
This position has been designated by the department to require a background check.
Washington State University
1100 Olive Way