Research Business Administrator II

Children’s Hospital of Philadelphia•Philadelphia, PA

16d

About The Position

This position works with a team of research administrators to provide support and management of a sponsored research portfolio for faculty/scientists in the Research Institute. This position provides an opportunity to manage 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. Must be able to work with minimal supervision, 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.

Requirements

High School Diploma / GED - Required
At least three (3) years of related experience in research administration and portfolio management - Required
Advanced proficiency with spreadsheet software (Excel)
Advanced proficiency with enterprise resource planning, financial and human capital management software (Workday)
Intermediate proficiency with web based tools
Intermediate knowledge of budgetary principles, practices and procedures
Intermediate knowledge of Uniform Guidance
Strong verbal and written communications skills
Strong interpersonal skills
Strong critical thinking / problem-solving skills
Strong analytical skills
Strong time management skills
Strong organizational skills
Solid customer service skills
Solid leadership skills
Ability to maintain confidentiality and professionalism
Ability to collaborate with stakeholders at all levels
Ability to maintain confidentiality and professionalism
Ability to gather, analyze and make recommendations/decisions based on data
Ability to convey complex or technical information in an easy-to-understand manner

Nice To Haves

Bachelor's Degree accounting, finance, business administration, or related field - Preferred
At least seven (7) years of related experience in research administration and portfolio management - Preferred
Certified Research Administrator (CRA) - Research Administrators Certification Council (RACC) - upon hire - Preferred

Responsibilities

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 668 based grant complexity, sponsor award type, expenditure dollars of 20-25 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.
Prepares 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 or 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 total 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 time frame
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 time frame
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, Cost Principles, 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 OMB Uniform Guidance.
Oversees management/tracking of Time and Effort reporting
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.