What are the responsibilities and job description for the Clinical Research Finance and Account Manager position at East Carolina University?
This position is responsible for providing day-to-day oversight of all ECU Health-sponsored projects within the Office of Clinical Research. The Office of Clinical Research has average annual special fund expenditures of over five hundred thousand dollars and grant/clinical trial expenditures of around five million dollars. The position will prepare reports and statements requiring interpretation of accounting records and applying accounting principles and practices for a variety of accounting and budgeting functions. Reports include charges and receipts and grant revenue/expenditure. Responsible for post-award activities including but not limited to budget monthly review, processing payments, development of sponsor invoices, tracking payments, and final fund audit prior to funding close out. Accurate monitoring and verification of documents relative to grants and contracts is essential so that funds are maximized by the Manager for the betterment of the faculty and department. The position will work with Banner, E-print, ECUBIC, eTracs, and ODS daily. Responsible for the supervision of three to six University Program Specialists.
Post Award 30%:
Post Award 30%:
- 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.
Accounting Support 30%:
- 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.
Supervision 20%:
- 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.
Special Projects/Other 15%:
- 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.
Pre-Award 5%:
- 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.
Contingent upon the availability of funds
Minimum Education/Experience
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.
License or Certification Required by Statute or Regulation
None
Preferred Experience, Skills, Training/Education
- A degree in business, finance, public health, healthcare administration, or public policy.
- Three years of relevant experience, with at least one year in a supervisory or lead-worker capacity.
- An understanding of university and/or health system policies and procedures related to clinical research.
- Experience in clinical research finance.
- Experience as a financial analyst, account manager/executive, clinical research coordinator, or auditor.
Special Instructions to Applicant
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.
Please be aware that if selected for an interview, an automatic e-mail will be sent to the individuals entered by the applicant in the references section of the PeopleAdmin applicant tracking system. Letters of reference submitted via the PeopleAdmin applicant tracking system will be verified and considered towards meeting this requirement.
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.
Please be aware that if selected for an interview, an automatic e-mail will be sent to the individuals entered by the applicant in the references section of the PeopleAdmin applicant tracking system. Letters of reference submitted via the PeopleAdmin applicant tracking system will be verified and considered towards meeting this requirement.
Additional Instructions to Applicant
In order to be considered for this position, applicants must complete a candidate profile online via the PeopleAdmin system and submit any requested documents. Additionally, applicants that possess the preferred education and experience must also possess the minimum education/experience, if applicable.
Job Open Date
08/09/2024
Open Until Filled
Yes
Job Close Date - Positions will be posted until 11:59 p.m. EST on this date. If no closing date is indicated, the position may close at any time after the initial screening date.
Initial Screening Begins
08/23/2024
Rank Level
Quick Link for Direct Access to Posting
https://ecu.peopleadmin.com/postings/73488
Nondiscrimination Statement
East Carolina University is committed to workforce success and cultivating a culture of care for our employees. ECU prohibits unlawful discrimination and harassment based on race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, and veteran status. All qualified applicants will receive consideration for employment without regard to their protected veteran status or disability.
Eligibility for Employment
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
Department for People Operations, Success, and Opportunity
If you experience any problems accessing the system or have questions about the application process, please contact the Department for People Operations, Success, and Opportunity at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.
