Research Business Adminstrator

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We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.

A Brief Overview
This position provides support and management of research grant accounts of a sponsored research portfolio for faculty/scientists in the Research Institute. This position provides an opportunity to manages fiscal and administrative aspects of federal and non-federal research grants including budget development for proposals, financial reconciliation, forecasting, closeouts, and preparation of analytical reports for PIs and other stakeholders. All tasks are performed in accordance with CHOP/federal and non-federal sponsor guidelines and policy, including Uniform Guidance, and generally accepted accounting principles (GAAP) where applicable. Expected to work independently with no direct supervision. Assists management with training, portfolio coverage, trouble-shooting issues, and special projects, practicing with a questioning attitude and pro-active in seeking guidance when needed. Requires the ability to provide excellent customer service and work well within a team.

What you will do

• Fiscal Responsibility of Research Grants Management
• Reviews and approves all financial transactions up to $50,000 charged to research grant accounts, to ensure compliance with cost principles as defined in the Uniform Guidance and the individual grant agreement. This may include purchase orders, check requests, travel expenses, equipment, laboratory supplies, animal care cost, and personnel payroll costing allocations.
• Assist PI and administrators with management and oversight of fiscal and administrative matters related to projects from inception of award to project close-outs
• Manages and monitors a diverse portfolio of grant accounts of varied mechanisms with an average criteria weight of 530 based grant complexity, sponsor award type, expenditure dollars of 15-20 Principal Investigators.
• Regularly, analyzes deficits and balances, alerts PIs and others as appropriate, and resolves activity issues promptly.
• Allocates faculty and staff salaries to research grant accounts with direction from the Principal Investigators
• Communicate and coordinate with other RBAs to resolve questionable allocations related to their assigned grant
• Experience in managing federal and non-federal contracts, clinical trials, program grants, subcontracts etc. Gain an understanding of the projects and note relevant terms and conditions and related deliverables and deadlines for compliance
• Prepare, review for appropriateness, labor and non-labor cost-transfers for timely processing
• Complete timely project close-outs, communicating overages and/or refunds to investigators where applicable
• Ensure compliance and timeliness of all project reporting and financial deliverables; track and seek PI cooperation to remedy late progress reports hindering invoice payments
• Effective & Timely Communication
• Provides timely and accurate communication of financial data to principal investigators, sponsors, and other customers.
• Prepare and provides PIs with financial summaries and reports utilizing an excel spreadsheet template that is easily understood by the lay reader, and reconciles with the Institutional Financial System
• Meets with investigators to review and explain financial data at least monthly but not less than quarterly; provides ad hoc financial status updates whenever requested or required
• Closes out research grant accounts with the Research Specialized Accounting Unit
• Communicates appropriate financial information to all stakeholders (department chairs, division chiefs, senior leadership, PI's staff, and practice plan/hospital division administrators)
• Coach stakeholders on the concept of effective financial management of grants and contracts
• Disseminates information on financial changes in NIH and other sponsor forms, guidelines, requirements, rules, etc.,
• Provide appropriate guidance to staff, faculty, practice plan/division administrators, center administrative directors and other customers on policy changes, and updated to the Uniform Guidance
• Proactive Financial Advice and Planning
• Demonstrates understanding of the overall portfolio by preparing payroll costing allocations and projections based on a PI's grant funding, their collaborations across CHOP, and the overall funding situation of the assigned portfolio.
• Prepares budgets for grant applications, supplemental funding, budget modifications and adjustments.
• Proactively identifies problems and works to resolve them in an efficient manner and reasonable timeframe
• Plans with PI to sustain financial stability over the long term
• Excellent Customer Service
• Ability to work as a part of a team and develop professional, collaborative relationships with all stakeholders.
• Provide team support for coverage plan as needed when team members are absent
• Responds to customers within 24 - 48 hours and works to understand / meet their needs
• Refers customers to appropriate knowledge experts when required
• Triages or turns around requests with accurate information within an identified timeframe
• Liaises with CHOP SMEs on the financial aspects of portfolio management and/or personnel issues.
• Generate creative approaches to addressing problem and opportunities.
• Establish and maintain effective working relationships with coworkers and other stakeholders to ensure all services are provided proactively and excellent customer service
• Adhere to Policies & Procedures, and Uniform Guidance
• Provide guidance on policies and procedures to ensure compliance with sponsor rules and regulations, generally accepted accounting principles (GAAP), and fiscal components of the Uniform Guidance.
• Oversees management/tracking of Time and Effort reporting where applicable
• Maintain a high level of productivity and self-direction upon adequate training and instruction. Seek opportunities to increase knowledge of job duties by reading internal manuals, policies, and procedures; researching industry related topic; attending workshops and/or conferences; joining a related professional organization, or through other mediums.
• Training and Development
• Actively coordinates, and conducts training and on-boarding of new staff
• Collaborates with and assists Leadership in effective management of the team
• Assists in resolving complex issues
• Attends PI meetings as management designee / proxy when the manager is unavailable
• Coordinates team coverage and general oversight in the absence of management
• Participates in or works on special projects

Education Qualifications

• High School Diploma / GED Required
• Bachelor's Degree accounting, finance, business administration, or related field Preferred

Experience Qualifications

• At least five (5) years related experience in research administration and portfolio management Required
• At least seven (7) years related experience in research administration and portfolio management Preferred

Skills and Abilities

• Advanced proficiency with spreadsheet software (Excel)
• Advanced proficiency with enterprise resource planning, financial and human capital management software (Workday)
• Advanced proficiency with web based tools
• Advanced knowledge of budgetary principles, practices and procedures
• Advanced knowledge of Uniform Guidance
• Strong leadership skills
• Strong organizational skills
• Strong time management skills
• Strong analytical and problem-solving skills
• Strong verbal and written communications skills
• Ability to collaborate with stakeholders at all levels

Licenses and Certifications

• Certified Research Administrator (CRA) - Research Administrators Certification Council (RACC) - upon hire - Preferred

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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