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UC Santa Barbara · 3 weeks ago

EMF Service Team Member

Santa Barbara, CA

Full-time

Hybrid

Mid Level

$72K/yr - $86K/yr

4+ years exp

UC Santa Barbara is a vibrant institution that provides sustainable value-added services and solutions. The EMF Service Team Member is responsible for customer-oriented post-award management services, including the setup, invoicing, and fiscal management of grants and contracts.

Responsibilities

Under the general direction of the Team Lead, the EMF Service Team Member is responsible for providing customer-oriented, value-added post-award management services to UCSB Principal Investigators (PIs), Research Finance Analysts (RFAs), and university partners through: set-up, invoicing, and fiscal management of individual grants and contracts awarded by Federal, State, other government, and private sponsors for the support of the Santa Barbara campus research enterprise

The EMF Service Team Member applies university policies and office procedures; exercises judgment within defined guidelines and practices to determine appropriate actions; manages professional relationships with customers, partners and sponsors; and balances workload to ensure required service levels are achieved and sponsor deadlines are met

The EMF Experienced Service Team Member manages an award portfolio with significant complexity to the most complex depending on award volume (scope) – a high number of awards with complexity scores of 6 to 10; or a low to medium number of awards with complexity scores of 11 to 14; or a low number of awards with complexity scores above 15

90% EMF Post Award Management - Setup: Generation, establishment, activation, and modification of awards through the review of and appropriate interpretation of award documents to: -Determine propriety of UCSB internal attributes; award dates; Sponsor information; and award classification; Assistance Listing Numbers; -Identify reporting, invoicing and other milestone requirements; research compliance certifications; salary caps; and sponsor terms and conditions; Establishment of related billing parameters, including determination of billing methodology and revenue recognition parameters; -Establishment of budget appropriations; -Establishment of related project(s) and project attributes, including determination of propriety of additional projects, location attributes, and F&A; and -Determine propriety of cost sharing commitments and establishment of related budgets

Invoicing: -Monitoring of awards’ financial transactions for compliance with budgets, university/campus policy, sponsor regulations/requirements, and generally accepted accounting principles; ensuring no high-risk, material violations are undetected and uncorrected before filing quarterly/final invoices with sponsor. -Analysis of financial status of award and preparation and submission of invoice, ensuring compliance with sponsor requirements, timeliness, and accuracy, for the following billing mechanisms: --Cost-reimbursable (non-LOC) --Scheduled or periodic invoicing (amount based or cost-reimbursable) --Advance payment - cost reimbursable --MCA IRRs -Monitoring of financial status of award to ensure department prepares milestone-based invoices timely; review invoice for compliance with sponsor requirements and accuracy; and recognition of invoice in PGM for fixed rate, milestone, Advance payment - milestones, or similar type billing mechanisms. -Preparation of and analysis of various reports and reconciliations to support invoicing. -Analysis of and approval of department prepared journals to accrue allowable transactions within authority established by office procedures to ensure accurate invoices. -Preparation of journals to adjust F&A, transfer credit balances, and exclude unallowable expenditures within authority established by office procedures to ensure accurate invoices. -Preparation and issuance of credit memos within authority established by office procedures. Managing: -Monitoring of awards’ financial transactions for compliance with budgets, university/campus policy, sponsor regulations/requirements, and generally accepted accounting principles; ensuring no high-risk, material violations are undetected and uncorrected before filing financial reports with sponsor. -Analysis of financial status of award and preparation and submission of federal financial reports, including analysis and reconciliation of revenue, expenses, program income and cost share; ensuring compliance with sponsor requirements, timeliness, and accuracy. -Analysis of financial status of award and review/validation/correction and submission of financial status reports, prepared by the department, including analysis and reconciliation of revenue, expenses, program income and cost share. -Monitoring of accounts receivable of award, ensuring coordination with Gifts/Treasury teams for aged accounts and other cash management issues. -Analysis of financial status of award to perform closeout at end of budget period. -Preparation of and analysis of various reports and reconciliations to support financial reporting. -Analysis of and approval of department prepared journals to accrue allowable transactions within authority established by office procedures to ensure accurate financial reporting. -Preparation of journals to adjust F&A, transfer credit balances, and exclude unallowable expenditures within authority established by office procedures to ensure accurate financial reporting. -Prepare requests for refunds to sponsors within authority established by office procedures to ensure accurate financial reporting

Service: -Development of professional relationships with Office of Research (specifically SPO/TIA); ensuring appropriate coordination of award lifecycle events. -Development of professional relationships with department representatives (RFAs, PIs): --Ensuring coordination with and notification to department of key activities as required by office procedures; --Providing advice and counsel regarding sponsored projects administration, including compliance regulations; and --Serving as concierge to answer questions, research, analyze, and resolve problems related to awards. -Respond professionally and timely to inquiries from funding agencies regarding outstanding reports, invoices and policy issues. -Effectively communicate with varying levels of staff/management and with various groups in a thorough and timely manner; effective communication includes coherently expressing award setup and accounting concepts; establishing and adhering to deadlines; providing comprehensive explanation and status of issues. Assist in providing supporting documents for audits as directed by senior staff. Organization: -Responsible for review of and appropriate interpretation of award documents, including related to sponsor policy statements, to ensure appropriate professional judgements are made throughout the post award management process. -Responsible for monitoring assigned workload, including balancing various competing award lifecycle tasks, significant volume of transactions, and adherence to strict deadlines; escalating issues to supervisor in a timely fashion for assistance with resolution. -Actively involved in supporting Service Team in meeting schedules or deadlines, resolving problems and inquiries related to contracts and grants, in a timely manner, and serving as backup for other EMF members as needed. -Responsible for updating milestone/record status in PGM/ORBIT as tasks are being worked in accordance with office procedures. -Responsible for managing the team’s email/ServiceNow box. -Responsible for quality control review of own work, especially as required before key tasks identified in office procedures. -Responsible for meeting published service level agreements of office. -Accountable for adherence to office procedures, including adopting changes in procedures in a timely manner after training. -Accountable for apprising Team Lead (Supervisor), Compliance Supervisor, EMF Assistant Manager, and EMF Manager, as appropriate, of departmental/sponsor/partner inquiries/problems/issues, in a timely manner. -Responsible for maintaining solid to strong knowledge of key UCSB Research Administration and Financial Systems, including Oracle PGM and General Ledger, ORBiT, and the associated reporting tools. -Develops monitoring tools to ensure awards’ compliance with new federal, state, university, campus, sponsor-specific award terms and conditions, or other regulatory requirements. -Responsible for identifying ineffective processes or system related problems and recommending solutions that optimize resources, including UCSB reporting systems/applications, service levels and compliance rates

10% Other - Attend training workshops toward present and future career development and participate in staff meetings. Participate in post-award management training programs for campus personnel as assigned. Assist with/lead the updating and maintenance of campus and office policies, procedures, job aids, training, forms, and similar documentations as assigned. Review professional publications, presentation materials, and federal and other announcement to maintain current knowledge of federal and other regulations and procedures. Periodically train department personnel and junior EMF staff. Contribute to the implementation of special projects or committees when assigned. May serve in a "lead" capacity on project assignments. Other duties as assigned by supervisor or manager

Qualification

AccountingPost Award ManagementRegulatory ComplianceProject ManagementCustomer ServiceTeam BuildingTechnology ManagementInterpersonal SkillsProblem SolvingOral CommunicationWritten Communication

Required

Bachelor's degree in related area and / or equivalent experience / training

4-6 years Professional experience in accounting, auditing, or other related field

4-6 years Demonstrated ability for Continual Learning, Interpersonal Skills, Problem Solving, Oral Communication, Written Communication, Compliance Management, Influencing/Negotiating and Customer Service

4-6 years Demonstrated Integrity, Flexibility, Poise, Resilience, Attendance, Accountability, Empathy, Decisiveness, Self-Direction, Technical Credibility, and Subject Matter Expert

4-6 years Demonstrated ability to apply theory and put it into practice with in-depth understanding of the professional field to analyze and solve problems/issues of diverse scope related to Office Skills, Office Systems, Business Knowledge for core finance functions, Analysis, Project Management, Regulatory Compliance, Post Award Processes, and Post Award Systems