Description
Job Posting
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UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution, and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
Department Overview
The Research Grants Program Office (RGPO) is a unit within the Research and Innovation in the Division of Academic Affairs at the University of California, Office of the President (UCOP). RGPO oversees a broad grantmaking portfolio of over $100 million a year to support research that is critical to California, the nation, and the world. RGPO programs enhance UC's research capacity and excellence, which helps attract top faculty, graduate students, government funding and companies to our state. These grants also enable health researchers and community agencies to collaborate and solve the most pressing problems in the state. RGPO also provides grants for training undergraduates, graduate and postdoctoral researchers, whose work will benefit California communities. The RGPO consists of several grant-making programs that are administered by the University of California on behalf of the State of California, and the Grant Operations Unit. The research programs are the California Breast Cancer Research Program (CBCRP), the Tobacco-Related Disease Research Program (TRDRP), the California HIV/AIDS Research Program (CHRP), and the UC Research Initiatives (UCRI) such as the Multicampus Research Programs and Initiatives, the Lab Fees Research Program, the Cancer Research Coordinating Committee (CRCC), etc. The Grants Budget, Finance and Administration (GBFA) and Contracts & Grants (C&G) teams under the Grant Operations Unit support grant review and administration, financial and budgetary services, and other core administrative and operational needs of all the research programs.
Position Summary
The Financial Analyst 3 position is part of the Grants Budget, Finance and Administration (GBFA) team within RGPO. Reporting to the GBFA Manager, this position will work closely with the GBFA's two Lead Financial Analysts to provide financial and administrative support to the research program directors by, in part, ensuring timely grant award payments and the recording of the appropriate entries related to such payments in the financial and budgetary systems. This position will also produce monthly and quarterly grant program expenditure reports; review monthly reconciliations of General Ledger (GL) and cost transfers submitted for processing; process the Interlocation Transfer of Funds (ITF) requests; retrieve refunds of unspent grant awards; review all grant refund deposits. The incumbent will also assist with the review of grant contracts and independent consultant agreements. Working together with the C&G team, the incumbent will also process the prefunding deliverables in the RGPO's grant management system called SmartSimple. In addition, this position will also be responsible to monitor and process RGPO's payroll, and assist with completing the month-close steps in the Project Portfolio Management (PPM) module in oracle based UCOP Financial Information System (FIS) and ensure that claims for RGPO's State Appropriation funds are submitted in a timely manner.
There are two positions available. The positions are eligible for remote work within California.
Key Responsibilities
40% Finance/Budget: Under the general direction of the GBFA Manager and/or GBFA Lead Financial Analyst, respond to requests for customized financial analyses and reports including complex budget projections, cost feasibility and justification analyses to facilitate planning. Assist with the annual budget development and quarterly forecasting for the research grant programs and grant operations unit. Establish procedures and provide instructions, and advice regarding specific phases of budget preparation and presentation. Produce monthly and quarterly expenditure reports for the various RGPO units. Assist the GBFA Manager and/or the GBFA Lead Financial Analyst in preparing the RGPO recharge model, and process and submit the recharge allocation journals. Process payroll funding change requests, payroll retroactive transfers, and reconcile payroll expenses monthly. Assist with the month-close steps in PPM, generate invoices and prepare claim spreadsheets. Set up new Project Numbers for CBCRP and TRDRP in PPM every July. Prepare and process transfer of funds for both financial and budget transactions. Review monthly reconciliations of general ledgers, payroll and cost transfers submitted for processing; resolve problems associated with vendor payments including honoraria, travel, and entertainment expenses. Ensure proper documentation is available and accessible at all times for audit purposes. Oversee the monthly review of encumbrances and process adjustments as necessary. Review data and resolve any discrepancies. Develop and implement new processes and procedures to facilitate efficient reporting of financial and budget transactions. Make recommendations to enhance existing accounting processes and procedures. Function as liaison with the University officials such as Business Resource Center (BRC), UCOP Local Budget Office, Systemwide Budget Office, Corporate Accounting, and departmental administrators.
40% Grant Accounting and System: Responsible for completing the prefunding deliverables, reviewing, and processing all grant award payments in the RGPO Grant Management System called SmartSimple. Prepare and submit Inter-location Transfer of Funds and check requests ensuring that required approvals are in place. Ensure that the correct accounts are used for each payment, and the timely processing of the release of funds for all awards. Ensure that all payment information is recorded in the ledger, and the timely reconciliation of all research grant payments and that ledger clear dates are entered in SmartSimple. Monitor and track all return of funds ensuring that refunds are collected and deposited in a timely manner. Monitor the GBFA tiles in SmartSimple and take appropriate action to clear the pending items. Responsible for the maintenance of SmartSimple-Fund Manager ensuring that data are complete and accurate at all times. Set up new funds, update existing funds and fund balances in SmartSimple. Run regular reports and generate new reports for post-award analysis. Create task tracker tickets to resolve any GBFA related issues in SmartSimple. Attend weekly Change Management and Post Award SmartSimple meetings, alert the GBFA Team of any system changes and give tutorials to the GBFA Team to ensure proper use of the system. Working closely with the GBFA Lead Financial Analyst, manage email templates and help content for database in collaboration with the Contracts and Grants team.
10% Cash Management & General Accounting: The incumbent will be trained as a proxy and preparer in the UCOP Concur Travel and Expense Reimbursement system to process internal (staff) and external (non-staff; reviewers participating in RGPO's peer review process) travel expense submissions. Process and reconcile all check deposits in a timely manner. Ensure that refunds are recorded accurately in PPM, GL, and SmartSimple. Review monthly reconciliations of general ledgers and Non-Payroll Expenditure Adjustment Requests (NPEAR) submitted for processing. Assist with fiscal close activities for RGPO funds. Monitor the expiring state appropriation fund balances for CBCRP and TRDRP, and ensure that claims are submitted to the state in a timely manner.
5% Cross-functional Teamwork: Interact well internally with others in all RGPO units and externally, with the BRC, UCOP Budget Office, Systemwide Budget Office, Corporate Accounting, and grant recipients. Communicate both verbally and in writing, in a direct, cooperative, patient, and courteous manner. Incorporate effective listening skills. Be diplomatic and strive to be helpful in all situations, and to provide excellent customer service. Share ideas; listen to others; prioritize tasks and follow through; do one's share; maintain a positive attitude. Support team decisions and goals even when they may be at odds with personal preferences.
5% Contracts & ICA's: Under the direction of the GBFA Lead Financial Analyst, process Independent Consulting Agreements (ICAs) and Professional Services Agreements (PSAs) for the RGPO research programs. Advise and assist the Program Directors and designated staff with the preparation of Contracts and ICAs, including both initial and amended versions. Review language in proposed Contracts and ICAs for adherence to department and university policies and procedures. Track all payments and ensure that payments do not exceed agreed upon amounts. Independently resolve issues associated with Contracts and ICAs.
Experience
Required Qualifications
- Minimum of 4 years of accounting / financial work experience.
Skills and Abilities
Required Qualifications
- Strong problem solving and creative skills, and the ability to exercise sound judgment and make decisions based on accurate and timely analyses.
- Analytical and problem-solving skills to independently research, develop and recommend solutions to complex financial problems and issues.
- Ability to independently gather, organize, and perform financial analysis assignments.
- Ability to present information in a clear and concise manner both in writing and verbally.
- Ability to follow up on assigned or requested service from customers from the starting point to the end of the service.
- Strong ability to work both independently and collaboratively as part of a team.
- Excellent organizational skills to determine workload priorities to meet deadlines, and to enable timely completion of tasks.
- Advanced experience with Microsoft Excel and ability to synthesize large amounts of data.
- Interpersonal and communication skills and the skills to work effectively with a wide range of constituencies in a diverse community.
Preferred Qualifications
- Experience with Oracle Cloud Financials.
- Knowledge of and/or experience working with the UC financial systems and applying UC budgetary/financial policies and procedures.
- Familiarity with fund accounting.
Education
Required Qualifications
- Bachelor's degree in finance, accounting, business administration or related area and / or equivalent experience / training.
Job Title
Financial Analyst 3
Job Code
007709
Salary Grade
Grade 22
Payscale:
$96,000 - $113,000
Full Salary Range:
$77,600 - $140,400
The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job is May 27, 2024. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.
EEO STATEMENT
The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. For the University of California's Affirmative Action Policy please visit: https://policy.ucop.edu/doc/4010393/PPSM-20. For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination.
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