POSITION OBJECTIVE
The Grants Account Manager functions in a professional capacity for Case Western Reserve University in the Office of Research Administration and reports directly to the associate director, sponsored projects accounting. This position will lead, advise, and support Case Western Reserve University’s post award financial management and includes financial reporting responsibility, both internal and external, as well as, monitoring internal control compliance procedures to prevent errors, omissions, and misappropriation of funds from sponsors. This position is also responsible for the oversight and effective utilization of the staff in this area. Work in collaboration with others and/or lead in the development and implementation of operational and/or university-wide policies and procedures to meet the goals of the Office of Sponsored Project Administration. The Grant Accountant will function as the backbone of the Office of Sponsored Project Administration being responsible to manage and complete all post award financial reporting, invoicing, and journal approvals for an assigned group of departments for sponsored projects. Responsibilities include analysis, maintenance, and resolution for assigned departments. The position will provide guidance to end users in the sponsored project accounting and operations of various departments and/or functions within the university.
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ESSENTIAL FUNCTIONS
Manage the monthly, quarterly, and year-end closing of sponsored project portfolio in PeopleSoft. Oversee the accurate and timely recording of grant activity. Review and determine the appropriate accounting based on information received. Ensure all grant activity is in compliance with Uniform Guidance (2 CFR § 200), external non-federal sponsor regulations and University policy and on a timely basis. Ensure that all analyses and financial reports prepared for external sponsors and financial audits are appropriate, accurate and completed in a timely manner. Perform internal audits, adjust journals and final reports; input data, verifies entries, and monitor receipts and disbursements. (30%)
Utilize OMB Uniform Guidance (2 CFR § 200), Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, external non-federal sponsor regulations and Generally Accepted Accounting Principles (GAAP) and understanding of University policy and procedures to effectively monitor expenditures, project activities and review assigned journal entries prepared by department users and appropriately resolve issues as necessary. Oversee umbrella of over 200 complex grants associated with assigned departments across the University, managing intricacies associated with three different institutions and the needs of our partners. (20%)
Act as a liaison between Research Administration and other institutional offices, sponsors, and auditors, as needed, related to project terms and conditions, expenditures, business procedures, cash management, regulatory requirements, reporting procedures, and other sponsored project activities. Exercise independent review and judgment about issues encountered and determine options for issue resolution to be reviewed and agreed upon by Associate Director, Sponsored Projects Accounting. Advise and consult with research administration officers and other administrative personnel on fiscal problems, technical accounting procedures and/or interpretation and application of policies and relevant statutory requirements. Makes cost calculations and analysis for fiscal control, develops cost accounting methods, develops and/or recommends procedures and programs for accounting system, consults, and assists in computing and compiling field reports and other special projects as assigned. (20%)
Plans and implements business processes to streamline work involved with existing, modified, or new special programs. Develop and institute procedures to ensure the smooth flow of data university-wide and the proper accounting of activity. Manage the flow of data between departments, the user community, and Research Administration, while maintaining data integrity and appropriate internal controls. Interpret new or updated policies, procedures and compliance that influence the day-to-day financial operations of the university with the Research community. Develop and present courses on policies and procedures under the CWRU Administrative Professional Series (CAPS) training program. Evaluate adequacy of current reports and processes and provide recommendations and expertise in the development of new reports or processes, as needed, in collaboration with the associate director, Sponsored Projects Accounting, University Technology, the Enterprise Resource Planning systems team and department users. Function as a technical resource and advisor exercising discretion and independent judgment on creative ways to define analysis parameters or creating meaningful data used for executive decision-making, policy analysis, assessment, and strategic planning. (10%)
This position is responsible for the analysis and internal controls regarding the financial processes of the university regarding sponsored projects. Act as the active custodian of the General Ledger by overseeing the sponsored project activity flowing through the university’s grant account speedtypes and assigned accounts, investigate questionable items or discrepancies, and direct users in reconciliation. Analyze activity, investigate questionable items or discrepancies, and maintain ongoing dialogue with administration. (10%)
Prepare specialized accounting reports and fiscal analyses; develop and coordinate integrated fiscal and managerial grant accounting systems; interpret and recommend methods of interpreting factors and develop guidelines for determining scope of projects. Prepare financial statements and provide written descriptions for other reports for use by management. Develop ad hoc and new reports to use and interpret internal data and perform analyses to assist administrators, faculty, and staff to help evaluate needs and/or inform decisions. Perform an analytical review of the assigned group of accounts and speedtypes and provide written descriptions for variances outside of the norm. Develop and propose journal entries to correct items as needed. (10%)
NONESSENTIAL FUNCTIONS
Perform other duties as assigned. (<1%)
CONTACTS
Department: Weekly contact with the assistant vice president, sponsored projects. Daily contact with the associate director, sponsored projects accounting, grant accountants, and other accounting staff. Weekly contact with pre-award Research Administration staff. Continuous contact with professional and management staff of all levels within Research Administration
University: Daily contact with management center representatives, department administrators and faculty. Occasional contact with the Office of General Counsel. Occasional contact with Controller’s office, accounts payable/Procurement services, and Audit services to exchange information.
External: Continuous contact with sponsor agencies (federal, non-federal), peers at other universities and sub-recipient organizations.
Students: Occasional contact with work-study students.
SUPERVISORY RESPONSIBILITY
Direct supervisory responsibility of one accounting clerk 3 or accountant 1.
QUALIFICATIONS
Experience: 3 to 5 years of demonstrated experience in the financial/accounting field required, preferably in a non-profit environment sponsored projects administration, financial management, and/or audit. Experience should include 1 to 2 years of supervisory or project management experience.
Education/Licensing: Bachelor’s degree in a business-related field required (degree in accounting / finance). Prefer MBA. Prefer professional designation (e.g. CPA or CRA).
REQUIRED SKILLS
Demonstrated knowledge of and familiarity with internal controls over accounting, financial reporting, and research activities.
Thorough knowledge of accounting practices within a business office and GAAP accounting.
Demonstrated knowledge of governmental accounting and budgeting, accounting principles and practices.
Foundational knowledge of sponsored program administration, policies, OMB Uniform Guidance (2 CFR § 200), federal and sponsor regulations, and guidelines.
Foundational knowledge of OMB Single audit and financial audit requirements and audit reporting
. Foundational knowledge and practical abilities working with the Microsoft Office suite of tools and general computer skills. Working knowledge of Microsoft computer applications—must be proficient in Microsoft Excel
Foundational analytical skills to analyze accounting data, formulate and present conclusions.
Foundational analytical skills to analyze a variety of complex regulations, apply sound judgment, and draw logical conclusions.
Foundational organizational skills with attention to details and accuracy.
Ability to lead a team and adhere to departmental and university policies.
Ability to make ethical decisions and act with integrity.
Strong written and verbal communication skills. Ability to interact and communicate professionally with others and to establish meaningful relationships with faculty, administrators, and sponsors.
Ability to produce accurate and timely work products when working under pressure.
Ability to maintain confidentiality and exercise appropriate discretion with information.
Highly motivated with a strong service orientation.
Ability to work as part of a team of professionals.
Knowledge of PeopleSoft grants management and accounting modules preferred.
Must be self-motivated and can lead; as well as the ability to work independently and make sound decisions.
Strong analytical, organizational, and proven problem-solving skills.
Must have the ability to analyze and interpret financial data/reports to make recommendations regarding strategic planning.
Must be able to multi-task effectively, and to work under pressure to meet deadlines.
Demonstrated high level of integrity and professionalism.
Ability to meet consistent attendance.
Ability to interact with colleagues, supervisors, and customers face to face.
WORKING CONDITIONS
General office working environment.
