Post Award Finance Coordinator - Atrium Health Research

Advocate Health and Hospitals Corporation • Charlotte, NC

4d • Hybrid

About The Position

This position is responsible for the post-award grant and clinical trial administration process, ensuring compliance with federal guidelines. The coordinator will oversee the processing and establishment of new awards, review agreements, manage tracking of executed awards and contracts, and collaborate with central research offices for reporting, auditing, and invoicing. Key responsibilities include managing time effort reports, processing participant stipends and reimbursements, creating ad hoc reports, and serving as a liaison between clinical teams, investigators, and central research offices. The role also involves maintaining equipment inventory, managing the grant and clinical trial close-out process, ensuring correct carry-forward and close-out balances, and assisting PIs with financial administrative responsibilities. The coordinator will resolve complex financial issues, audit research patient facility expenses, process vendor invoices, prepare monitoring reports, advise leadership on post-award progress, and maintain archives of closed grants and contracts. They will also disseminate sponsor information, respond to sponsor requests, and ensure timely interim financial reporting and invoicing, including subrecipient monitoring. The role requires managing the post-award process, advising PIs on funding status, forecasting potential problems, analyzing personnel status on projects nearing close-out, analyzing awarded research monies, and preparing fiscal projections and reports. The coordinator will analyze expenditure trends, prepare expense transfers and budget adjustments, review billing and collections, and confirm cost sharing completion.

Requirements

• Demonstrated experience with post award management, oversight of grant/clinical trial-related expenditures and financial transactions, preparation of grant closeouts, oversight for billing and reporting obligations.
• Ability to multi-task and oversee several projects.
• Ability to work independently and have the flexibility to deal with complexity in policies and procedures while carrying out fiduciary and professional responsibilities.
• Effective leadership, diplomacy, judgment, decision-making skills and communication skills required.
• Professional demeanor, strong analytical, time management, customer service and organizational skills, excellent verbal/written communication and interpersonal skills, and the ability to effectively interact with individuals from various cultures and backgrounds.
• Professional proficiency in Microsoft Office and the ability to learn department-specific computer systems as needed.

Nice To Haves

• Solid research administration background
• Bachelor's degree in business, accounting, finance or a related field and/or a minimum of 4-6 years of directly related experience, or an equivalent combination of education, training and experience from which comparable knowledge, skills and abilities have been attained.

Responsibilities

• Assures post-award grant/clinical trials administration process in accordance with federal guidelines.
• Oversees the processing and establishment of new awards, reviews grant and clinical trial agreements to ensure compliance.
• Reviews and analyzes new awards as they are received and ensures timely receipt of cost center from central office.
• Manages and tracks incoming fully executed awards and contracts.
• Works in conjunction with the central research offices to perform monthly, quarterly and annual reporting/auditing/invoicing.
• Responsible for time effort report completion and compliance.
• Responsible for processing of participant stipend and/or travel reimbursement requests.
• Facilitates the creation of ad hoc reports as needed.
• Liaison between clinical teammates, leaders, investigators, and central research offices.
• Maintains accurate inventory of equipment purchases related to research.
• Responsible for grant and clinical trial close-out process, as well as determining the need renewal or no-cost extension/amendments.
• Assures that carry forward and close-out balances are correct.
• Ensure effective and efficient grant/clinical trial close-out process.
• Assists PIs with all financial administrative responsibilities related to post award grant & clinical trial management.
• Resolves complex, sensitive, and other non-routine issues related to expenses, reporting and close-out.
• Frequently reviews federal regulations and cost principles.
• Audits research patient facility expenses and works with central research office on any corrections needed.
• Reviews and processes invoices for all 3rd party vendors/subrecipients.
• Prepares monthly monitoring reports for department to include upcoming financial deadlines, report deadlines and other administrative renewals.
• Advise leadership of post award progress of grants and clinical trials.
• Maintain archives of closed grants and clinical trial contracts.
• Reviews and disseminates information from sponsor's regarding deadlines.
• Responds to sponsor's request for additional information in a timely manner.
• Ensures that interim financial reporting/invoicing is completed in an accurate and timely manner.
• Perform sub recipient monitoring tasks.
• Manages post award process including ability to advise a PI on the overall status of all funding sources, forecast possible problem areas, analyze, and advise on status of personnel on projects approaching close-out, analyze awarded research monies and prepare fiscal projections and reports to ensure proper expenditures of grant and contract funds as required by funding agencies and approve expenditures.
• Analyzes trends in expenditures (i.e., dramatic increase in expenditures in a certain category, close to the project end date, etc.).
• Prepares expense transfers, budget adjustments, etc. providing sufficient explanations that will meet internal and external audit requirements.
• Reviews billing and collections monthly.
• Confirms that all cost sharing is complete.
• Serves as a back-up to other positions.
• Works independently on other tasks and duties as assigned by leadership.
• Other duties as assigned.

Benefits

• Comprehensive suite of Total Rewards: benefits and well-being programs
• Competitive compensation
• Generous retirement offerings
• Programs that invest in your career development
• Paid Time Off programs
• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability
• Flexible Spending Accounts for eligible health care and dependent care expenses
• Family benefits such as adoption assistance and paid parental leave
• Defined contribution retirement plans with employer match and other financial wellness programs
• Educational Assistance Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree