Business Title: Fiscal Specialist 2-Office of Research
Employee Type: Classified
Job Family: Civil Service - OT Eligible
Summary of Duties:
As a member of the Elson S. Floyd College of Medicine (ESFCOM) Research Administration unit, the Fiscal Specialist 2 is responsible for performing all aspects of grants and contracts pre-and post-award activities, including submissions, review and preparation of budgets, providing advice to faculty on proposal preparation, analysis and verification of financial reports, grant reconciliations, discrepancy resolution, preparation of financial reports (routine and ad hoc), records maintenance, and interpretation of funding agency and institutional regulations and policies to faculty and staff. This position performs a variety of complex and varied fiscal administrative support functions for the research enterprise. Notably, part of this position's duties will be to navigate a new financial management system implemented in early 2021.
Duties and Responsibilities:
45% Post-award Budget Management and Analysis
Monitor activity on the Office of Research Support and Operations (ORSO) award database and track progress through award set-up.
Collaborate with other university staff and/or faculty to ensure that grant budgets, award details, and account set-ups are accurately completed.
Assist Principal Investigators (PIs) at all levels in reviewing agency awards and modifying grant budget when necessary.
Monitor and maintain assigned grant and contract budgets and lead other team members and PIs in understanding post award management.
Use information systems such as workday, ESFCOM purchasing database, and MyResearch to monitor and manage accounts.
Prepare monthly financial analysis and planning documents for PIs. Meet in consultative role with PIs to discuss financial status of individual grants/contracts and laboratory operations.
Monitor end dates of awards, review for appropriate continuous spending of funds.
Review expenditures ensuring compliance; notify appropriate personnel when corrective actions are necessary. Initiate expenditure transfers if necessary and ensure expenditures and cost transfers have posted timely and correctly.
Review sub-contract invoices with PI, request justification or changes from agency if needed, and submit approved invoices to Sponsored Programs Services (SPS) for processing.
Monitor on-going revenue collection for awards, follow up with SPS or funding agency as needed on shortfalls, over-payments, or related questions.
Confirm payments are posted to the correct accounts in a timely manner.
Coordinate and assist with navigation and implementation of a new financial management system.
Utilize reports to extract applicable information from multiple platforms (databases and spreadsheets) and assemble the data into a user-friendly format.
Review awards to determine whether objectives are being met; make appropriate recommendations.
25% Research Operations Responsibilities
Assist PI with collection and submission of backup documentation as needed per sponsor requests.
Manage and maintain a shared email addresses and triage all requests to appropriate grants and contracts administrator.
Represent the institution on site visits or during formal conferences with funding agency representatives.
Notify faculty of need to update Significant Financial Interest (SFI) disclosure and or other certifications before submission.
Assist PIs with submission of annual progress reports, final invention statements, no-cost extensions, renewal requests, and/or other reporting requirements.
Facilitates the effort certification process, cost sharing documentation and advises the PI on related policies.
Maintain files on proposals and awards following federal, state and WSU Guidelines while ensuring compliance with agency requirements.
Prepare and route Sponsored Project Activity Requests (SPAR's) and Research or Conference Account Requests (RCAR's) for account guarantee, pre-award account setup, budget changes, no-cost extensions and sub-account set-ups or renewals as needed.
At conclusion of award, submit account closure requests to SPS.
Confirm compliance with agency and university closure requirements, monitor for final collection of revenue and prompt account closure.
Maintain up to date knowledge of all software and computer applications applicable to the Office of Research.
Assist the Director on special projects, including but not limited to:
The administration of Student Scholarship Research Awards
Various financial reports needed to monitor college progress
25% Manages Pre-Award Activities
Provide support for preliminary administrative and fiscal evaluation of grant proposals.
Monitors pre-proposal portal to track, plan and keep team up-to-date on upcoming submission.
Collaborate with faculty and other staff in the development and creation of proposal budget justification per agency guidelines.
Prepare, modify and certify budgets to match faculty requests, complete Office of Research Support and Operations (ORSO) budget to match proposal, complete eREX, and prepare appropriate agency budget forms per agency guidelines.
Review agency's posted Request for Proposal (RFP), download application packet and highlight any special proposal and budget requirements.
Review proposals through construction to ensure proposal requirements are met before submission.
Gather needed materials and required documents for collaborative proposal submissions. Work with PI to generate and provide necessary documents to contracting agencies when WSU is the sub-contractor.
Submit proposal, budget, and all other necessary documents to ORSO for agency submission.
Monitor activity on the ORSO proposal database, track progress through award/denial stage. Oversight of activity on the ORSO proposal database, notification of faculty of need to update Significant Financial Interest (SFI) disclosure and tracking of progress through award/denial stage.
Provides training and support to the administrative staff regarding the submission process for institutional and external grant proposals and contractual agreements.
Guides faculty members and administrative staff in the preparation of the budgets and contractual agreements prior to submission to the SPS for institutional approval.
Perform other related work as required
Two years of experience at a level equivalent to Fiscal Specialist 1 AND 15 quarter hours OR 10 semester hours of college level accounting; OR equivalent education/experience.
Strong computer skills including proficiency with Microsoft Office Suite including Word, Excel and Outlook.
Demonstrated customer service skills and the ability to communicate effectively.
Experience identifying acceptable expenditures based on funding regulations.
Experience ensuring compliance in creating, auditing and/or certifying budgets.
Familiarity with Workday.
Experience with fiscal functions including budgets, contracts, grants.
Experience with electronic grant submission and online submission sites.
Knowledge of Uniform Guidance guidelines and requirements.
High level knowledge of WSU or other higher education policies and procedures.
Experience working in a higher education or similar setting.
Area/College: Elson S. Floyd College of Medicine Department Name: Office of Research City, State, Zip: Spokane, WA 99202 Department Link: https://medicine.wsu.edu/
Monthly Salary: $3,370 FTE: 1.0 Permanent/Temporary/Project: Permanent Screening Begin Date: June 9, 2021 Background Check: This position has been designated by the department to require a background check.
Application Instructions: Applicants must attach 1) resume and 2) cover letter to their online application. Application materials should clearly communicate how the applicant meets all required qualifications and additional requirements. Applicants are required to include contact information for professional references within the application.
The screening of applications will begin June 9, 2021 and continue until a suitable candidate has been identified.
Required Documents: Resume and cover letter
Time Type: Full time
Position Term: 12 Month
WASHINGTON STATE UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EDUCATOR AND EMPLOYER. Members of ethnic minorities, women, special disabled veterans, veterans of the Vietnam-era, recently separated veterans, and other protected veteran, persons of disability and/or persons age 40 and over are encouraged to apply.
WSU employs only U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.
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Founded in 1890 in Pullman, Washington State University (WSU) is Washington’s land-grant university with an overarching mission of improving the quality of life for all citizens – locally, nationally, and globally. WSU is committed to innovation and excellence in research and scholarship. WSU has a current enrollment of over 30,000 undergraduate, graduate, and professional students and approximately 6,000 faculty and staff at its five campuses (Pullman, Spokane, Tri-Cities, Vancouver, and Everett), as well as its numerous other locations across the State of Washington and online through its Global Campus.
U.S. News & World Report's 2016 "America's Best Colleges" rankings place WSU in the top 75 public national universities. WSU was one of only three Northwest universities to be placed in the top two tiers, along with the University of Washington and the University of Oregon. WSU is ranked as a "highest research activity" institution by the Carnegie Foundation and is in the top 12 percent of research universities as reported by the National Science Foundation. Also, WSU was recognized by the Carnegie Foundation for the Advancement of Teaching for its engagement activities with i...ts Community Engagement Classification.
WSU employs approximately 6,000 faculty and professional staff and the University deeply values diversity among its faculty, students, and staff. WSU students represent diverse social, economic, and ethnic backgrounds: approximately 10 percent of WSU students hail from outside the state of Washington, and approximately 6.8 percent are international students. WSU annually awards more than $280 million in scholarships and financial aid to approximately 17,000 undergraduate students.