University of Maryland, Baltimore (UMB) is currently seeking a Business Operations Specialist to join the Department of Neurosurgery. The Business Operations Specialist will independently c oordinate, oversee and perform financial functions related to both sponsored and non-sponsored activities, that are essential to the performance of the department. The successful candidate will work independently on a variety of grants/contracts/clinical trials that range from simple to highly complex, for the department of Neurosurgery. The Department of Neurosurgery aims to excel and innovate in the clinical practice, science, and education of neurosurgery. We seek to achieve this by creating a platform and culture whereby all team members contribute to this mission and reach their full capacity for impact and fulfillment.
Activities performed by this position include account maintenance and oversight, accounts payable, accounts receivable, detailed reconciliation of credit card transactions and assigned project budgets, monitoring, analysis, and forecasting of award and contract finances, and general activities related to compliance, procurement, and sponsored project closeout and submission of financial status reports. Travel administration includes reviewing and approving travel requests and reimbursements. Provides high quality day-to-day customer service to faculty.
BENEFITS: UMB offers a generous benefits package that includes 22 vacation days, 14 floating and holidays, 15 sick days; comprehensive health insurance and retirement options; and tuition remission for employees and their dependents at any of the University of Maryland System schools.
Responsible for efficient and effective day-to-day department operations, with a primary focus on non-sponsored and sponsored funds management, by independently analyzing the business's current operations, identifying customer needs, creating reports, developing improvement plans, and assisting departments in implementing changes. Assist in the long- and short-term planning to meet research business objectives and ensures long- and short-term assignments and projects are achieved.
Optimize the day-to-day division, department, or school business operations of multiple business operations: Finance, Purchasing, and Research Administration,. Coordinate business operations and to put it into practice within unit. Analyze problems or issues of diverse scope and determine resolutions and interpret policies (e.g., fiscal management, research administration in defined areas). Interpret procedures and policies to determine appropriate action in matters of significance. Adhere, propose, interpret, implement and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations of business functions.
Adhere, propose, and ensure standards of operation, policies, protocols, and procedures to ensure compliant, effective, and efficient operations of research business functions. Implements campus policies, procedures and programs, and ensures compliance.
Provide guidance, training, and mentoring to less experience personnel in day-to-day research business operations. Acquire and distribute new expertise and methods as they relate to the research component of the Department. Recognized as an expert in a functional unit and advises others.
Sponsored award management activities include but are not limited to detailed reconciliation of assigned project budgets, preparing budget/funding summary reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal sponsor requirements. Aid faculty in interpreting award terms and conditions and maintaining best financial practices to assure compliance with sponsor requirements, university policies and procedures, and relevant laws and regulations. Research program post award tasks will involve analyzing, monitoring, and preparing quarterly spending and budget balance reports for Principle Investigators (PIs)/lab managers, establish sub awards and other post-award funds accounts, and collaborate with UMB Sponsored Projects Accounting & Compliance (SPAC) for sponsor report preparation. Plan and lead monthly meetings with PIs and lab staff to relay post award information when necessary and research information to provide the groundwork for subcontract negotiations and material transfer agreements.
Serve as liaison to Research Communications Network and liaison to campus SPA, CCT, and SPAC teams to ensure projects are set-up and closed out accurately and in a timely manner. Be point person for clinical trial project sponsors regarding financial/budget matters. Attend SPA/SPAC quarterly meetings and Research Administrators Committee (RAC) meetings and disseminate information to department as necessary.
Manage research publications catalog for department and assist faculty with publication searches.
Perform integrated revenue/expense analyses, projections, reports, and presentations related to the research program. Create and analyze monthly, quarterly, and annual reports and ensures financial information has been recorded accurately. Identify trends and developments and presents findings to senior management. Perform financial forecasting and reconciliation of internal accounts.
Assist faculty and department administrator with monitoring sponsored project finances.. Advise on determination and computation of appropriate salary levels, percentages of effort, fringe benefit rates, and indirect cost rate and base. Interpret data for the purpose of determining past financial performance to develop and prepare financial reports for financial analysis, forecasting, and trending.
Review and analyze data to solve sponsored research problems; escalates serious problems so that appropriate action can be taken.
Review and maintain documentation related to cost transfers, requests for expenditures, effort reporting, budget revisions, and fund statements. Coordinate and track research related invoicing to/from sponsors and collaborating departments (when applicable), accounts receivable, and deposits in the financial system and ensures payments are applied correctly. Evaluate and process transfers for internal services expenses for all pre-clinical research labs and the Clinical Trials Research program.
Coordinate procurement process for all labs and Clinical Trial Research Program including State of Maryland procurement credit card process and procedures. Collect quotes, enter requisitions, and ensure requests are routed properly. Confirm with lab/research manager and University that purchases are received. Maintain purchasing records, serve as a reviewer/approver, and ensure cardholders maintain compliance with policies and procedures.
Serve as Travel Administrator. Review and approve travel requests and reimbursements. Understand travel policies and procedures and disseminate information as necessary to employees.
Serve as a back-up for the department Payroll Representative in order to facilitate department payroll (staff and faculty).
Administer, evaluate, and monitor compliance with sponsored projects effort reporting. Establish and adjust Employee Funding Profiles for new and current faculty, staff, and postdoctoral fellows. Prepare and monitor Memorandum of Commitments for salary support agreements with other departments. Oversee Direct Retro process.
Perform other related duties and special projects as assigned by Department Chairman and Administrator such as serve as coordinator for annual UMB faculty productivity report, document editing, and preparing presentations.
Process and track travel and non-travel reimbursements in a timely and accurate manner for faculty, staff and students.
Process various transactions such as journal transfers, check deposits, purchase orders, special payroll, check requests, vendor setup and invoices.
Provide spending analysis and budget forecasting to PI's and Grants and Contracts team for quarterly reconciliation.
When necessary, advise faculty of status and balance availability on accounts and assist with and make recommendations for appropriate course of action to address budget variances relating to potential deficits and/or unspent balances.
Perform grant financial planning, cost analysis, and support PI and Department Administrator with budget forecasts and projections. Update projection spreadsheets regularly with actual transaction information.
Coordinate, monitor and submit all necessary budget information for progress reports.
Monitor revenue and expenditures for sponsored & non-sponsored budgets including sub recipient monitoring, submission and tracking of invoices.
Communicate with Accounts Payable, Supply Chain, Accounts Receivable, Sponsored Projects, Research Projects Administration, and other UMB departments on a routine basis.
Implement department policies and business processes related to fiscal and operational budget issues.
Ensure compliance with university and funding agency regulations and restrictions.
Confer with appropriate internal and external administrative offices to ensure that required procedures are followed. Provide guidance and answers related to budget procedures.
Identify budget issues, provide alternative solutions, and resolve problems.
Perform other duties as assigned.
Education: Bachelor's degree in business administration, public administration, finance, marketing, accounting, human resources, or other related field.
Experience: Three (3) years of business related experience to position required, with at least one (1) year experience in at least two of the following fields: finance, facility, or research administration .
Other: Related experience may be substituted for experience.
KNOWLEDGE, SKILLS AND ABILITIES:
Possesses a knowledge of position requirements and able to perform position in compliance with all requirements/regulations/laws/research processes. Knowledge of principles and practices pertaining to developing and administering a research grant proposal and awards in compliance with sponsor, federal, state, and university regulations.
Ability to maintain high standards with the work being performed and maintain awareness with trends and influences. Assumes personal responsibility for all outcomes; makes effective and timely decisions; and learns how to effectively use technology. Maintains productivity and uses knowledge strategies to increase knowledge base. Skill in planning, analyzing, and coordinating activities and establishing priorities. Skill in problem solving and decision-making.
Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Writes and presents information in a clear and concise way. Interprets and understands written information and is able to listen attentively to verbal and non-verbal cues that lead to a deeper understanding.
Ability to work cooperatively with others and demonstrates professional, ethical, respectful, and courteous behavior when interacting with others. Capable of interacting pleasantly and positively with other to meet customer expectations, and provide follow up with customers. Ability to work productively in project-specific teams.
Hiring Range: Commensurate with education and experience
If accommodations are needed for a disability, please contact Staffing & Career Services at 410-706-2606, Monday - Friday, 8:30am - 4:30pm EST. Maryland Relay can be accessed by dialing 711 (in-state) or 1-800-735-2258.
UMB is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law or policy.
Job: Reg or CII Exempt Staff - E1448E
Employee Class : Exempt Regular
Full Time/Part Time: Full-Time
Shift: Day Job
Financial Disclosure: No
Organization: School of Medicine - Neurosurgery
Job Posting: Mar 20, 2020
Unposting Date: Apr 4, 2020, 3:59:00 AM
Internal Number: 148121
About University of Maryland, Baltimore
The University of Maryland, Baltimore (UMB) is the State's public health, law and human services university devoted to excellence in professional and graduate education, research, patient care, and public service. As a diverse community of outstanding faculty, staff and students, and using state-of-the-art technological support, we educate leaders in health care delivery, biomedical science, global health, social work and the law. We emphasize interdisciplinary education and research in an atmosphere that explicitly values civility, diversity, collaboration, teamwork and accountability. By conducting internationally recognized research to cure disease and to improve the health, social functioning and just treatment of the people we serve, we foster economic development in the City, State, and nation. We are committed to ensuring that the knowledge we generate provides maximum benefit to society and directly enhances our various communities.