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Inside Higher Ed · 4 weeks ago

Clinical Research Finance and Account Manager

Greenville, NC

Full-time

Onsite

Mid, Senior Level

$65K/yr - $70K/yr

3+ years exp

East Carolina University (ECU) Brody School of Medicine (BSOM) is dedicated to providing exemplary medical education and advancing scientific knowledge through research. The Clinical Research Finance and Account Manager is responsible for overseeing ECU Health-sponsored projects, managing post-award activities, and ensuring compliance with financial regulations and policies related to clinical research.

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No H1B

Responsibilities

Serves as the primary post-award financial contact for BSOM-sponsored projects as assigned

Serve as financial backup for all BSOM grants and clinical trials should their direct report positions become vacant and/or extended leave

Understand and apply allowances of each the grant budget, reconcile the budgets monthly, identify areas of concern (under/overspent) and relay the information to PI and others as needed, monitor grant end dates, and be able to guide PI on what actions are needed next, and assist with carrying out those steps to ensure grants close with a positive budget and on time

This may include but is not limited to coordinating with Post Award Hub to process No Cost Extension, Pre-Financial Guarantees, and submitting Journal Entries or Payroll Redistributions

Monitor all BSOM-sponsored projects assigned to direct reports in order to monitor activity and identify potential problems

Create and/or review all Moneysheets for new BSOM grant and clinical trial awards

Will be the lead developer of all Moneysheets if positions are vacant, on extended leave, or as new employees are training

Required to meet with study coordinators at a minimum of every other month to discuss activities on assigned grant/clinical trials, document the activities in the Moneysheet, and conduct needed actions such as creating and submitting invoices, processing payments to vendors for labs, etc., follow-up on revenue received and outstanding payments

Ensure the direct reports are completing the same needed actions for their assigned grants and clinical trials

Serves as a post-award financial resource for departments, financial analysts, and/or Post Award Hub for actions such as grant budget revisions and budget projections to ensure awards close without a deficit

Participate in grant Principal Investigator meetings as required by REDE (Research, Economic Development, and Engagement) and coordinated by Post Award Hub

Coordinate with REDE (Research, Economic Development, and Engagement) post-award staff as needed to ensure all grant invoices are correct, questions/concerns are addressed, and invoice backup documentation is provided

Apply state, ECU Health, and specific sponsor purchasing policies

Efficiently navigate ECU Health financial systems which include Banner, ECUBIC, e-print, etracs, and ODS

Serves as the second approver for needed payroll redistributions submitted by direct reports

Must ensure accuracy of the requests appropriate use of forms, sufficient documentation, authorized signatures, correct coding of each item, budget availability, and allowableness of the expense, and will serve as Chrome River approver for staff ProCard purchases

Review and approval require knowledge of specific accounting rules for all funding sources including grants, clinical trials, indirect and/or residuals

Ensure grant/clinical trial financial actions are processed in a timely manner and follow up with other reviewing departments concerning delayed processing requests

Communicate with REDE (Research, Economic Development, and Engagement) to ensure grant checks are deposited correctly by providing needed backup documentation and confirming fund numbers

Track Cost Overruns on BSOM grants and clinical trials

Track BSOM revenue invoices submitted and monitor staff's follow-up to ensure we receive payments and/or respond to sponsor inquiries in a timely manner

Confirms and posts payments through Banner Finance receipt adjustment system, checks received in the Grants and Clinical Trials lockbox

Be responsible for the lockbox deposit process and managing the daily batches entered in Banner Finance to update various accounts both directly and indirectly

Maintains and reconciles holding accounts for checks that have not been assigned a grant account and/or paperwork has not been forwarded for processing

Provide oversight for financial audits of sponsored projects prior to closeout and/or upon request of leadership

Direct supervision of University Program Specialist positions

Oversee staff recruitment, interviewing, and selection of direct reports

Make recommendations regarding funding of positions

Indirect supervision of tasks that must be completed by the department, Pre-Award Hub, and/or Post-Award Hub

Independently sets priorities for the assignment of work to support staff, adjusting work balances as required to accommodate shifting levels of demand

Assist in the determination of staffing requirements by recommending changes to existing positions and determining the need for new positions

The current BSOM-sponsored projects portfolio and the workload of projects planned will be part of the analysis

Completes timesheet approvals, probationary reviews, and performance appraisals for staff and assures compliance with personnel policies

Works directly with Human Resources and employees for any needed corrective actions for performance and/or personal conduct issues that may arise

It is the responsibility of this position to serve as backup and/or coordinate with the Finance Lead for long-term coverage as positions are vacant or staff is on leave for an extended period

Provides one-on-one guidance and training to departmental faculty and staff concerning post-award financial processes, grant/clinical trial accounting, as well as other sponsor and university policies

Evaluate Office of Research and staff workflows as outside policies and processes change and provide input to create/modify department SOPs

Keeps electronic files in order and updated on a timely basis

Independently prioritize the daily work to ensure most pressing actions are completed timely

Assist in data pulls and creation of reports as requested by the Office of Clinical Research leadership

Serves as a pre-award financial resource for departments as proposals are developed for submission to an external sponsor

Project grant balance at the end of the budget period

Communicate with the Principal Investigator (PI) and Pre-Award Hub regarding the anticipated carry-forward budget as requested

Understand and apply each proposal's details, such as the sponsor's guidelines, amount of funds requested, facility and administrative rates, percentage of time and effort requested for personnel associated with the study, cost-sharing allowances, internal signatures, and other pertinent information

Assist and provide guidance in the pre-award process for both grants and clinical trials

Navigate the eTracs system, to ensure budgets, personnel, budget narratives, scope of work, etc are accurately completed and submitted

Qualification

Clinical research financeBudget managementFinancial reportingGrant managementSupervisory experienceFinancial analysisAccounting principlesCommunication skillsOrganizational skillsProblem-solving skillsTeam collaborationAttention to detail

Required

Bachelor's degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions

Applicants must be currently authorized to work in the United States on a full-time basis

At the time of employment two to three original letters of reference, official transcripts, a criminal background check, and proper documentation of identity and employability are required