Grant and Contract Finance Manager - OGCA

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  • Job Number:521237
  • Classification:Fiscal Professional 4
  • Grade:Grade 81
  • Work type:Hybrid, On Campus, Staff Full-time
  • Administrative Unit:University of Alaska Fairbanks
  • School/Business unit:UAF Vice Chancellor for Research
  • Location:Fairbanks
  • Categories: Administrative/Personnel, Business/Accounting/Finance, Research/Science/Grants

Position Summary:

The University of Alaska Fairbanks is inviting applications for the position of Senior Grant and Contract Finance Manager. This position is responsible for the management of the OGCA and to ensure funding compliance with all State, Federal, and private funding agencies covering a broad spectrum of research grant and contract activities. OGCA is UAF’s centralized office for research administration and employees handle activities throughout the project lifecycle from inception to closeout. If you like to encourage innovation, support research, and demonstrate energy and commitment to improving processes, we encourage you to apply!

Duties:

1Financial: -Provide day-to-day director and oversight for OGCA Accounts Receivable (A/R) functions. -Analyze and determine if receivables should be elevated to uncollectable status and the proper handling of the collections. -Provides oversight and analysis for the identifying, recommending and facilitating the invoicing and collection process in coordination with the grants and contracts analysts. -Serves as liaison and negotiator for internal and external auditors. -Review and analyze financial transactions impacting receivables including processes to ensure accounts receivable policies and procedures requirements are defined and delivered. -Support OGCA operations by providing timely and accurate payment and account standing information. Provide reports and analyses depicting progress, adverse trends and develop recommendations or conclusions, as necessary. -Provide advice on industry standards in regards to accounts receivables. -Review, maintain and monitor OGCA’s budget and make recommendations to enhance effectiveness of OGCA’s operational responsibilities and needs, as appropriate. -Collect, analyze and interpret financial data related to sponsored projects and the identification of corresponding policy implications and/or recommendations.Essential
20OGCA Unit Management and Planning: -Function as an integral part of the OGCA Management Team. -Decipher external and internal requests and assign appropriate staff to handle requests. -Make and implement strategy recommendations regarding OGCA operations. Work with the Executive Director to integrate such recommendations into OGCA’s overall strategic plans and goals, including design and implementation of policies, procedures, guidelines and tools to further those goals. -Independently develop, create and implement new programs free from supervisors’ review. -As part of the OGCA’s management team, oversee OGCA’s short-term and long-range planning and the implementation of research administration’s strategic plans as they relate to OGCA. -Evaluate, propose, set direction and oversee procedure/process changes in response to OGCA’s changing needs, workload fluctuations and regulatory changes. -Jointly coordinate, as part of the OGCA management team, the implementation of standard policies and procedures affecting OGCA. -Provide high-level leadership and direction for a variety of complex pre-award and non-accounting post-award functions and services related to the overall operation of OGCA. -Act on behalf of executive management in their absence. -Assist with the recruitment, hiring, orientation and professional development of the OGCA teams and for the staff reporting to this position. Provide day-to-day supervision, conduct staff training, set team goals and objectives, implement team-building strategies, employ outcome measures to evaluate goal attainment (individual and team benchmarks), evaluate staff, maintain job descriptions, and take corrective action as needed. -In conjunction with the Executive Director and the Associate Director, continuously assess OGCA teams regarding their ability to maintain high-quality, value-added services in response to the workload volume and complexity; implement efficiencies and new, creative approaches where necessary to address increases in workload volume or complexity. -As part of the OGCA management team, ensure that the OGCA teams possess current, expert knowledge of applicable federal regulations, laws, state statutes, UAF policies and procedures, and research administration policies and procedures as they relate to the fiscal management and administration of sponsored projects. -Serve as an expert resource for OGCA staff and coach them through problem solving and decision making by facilitating problem solving meetings to promote the implementation of effective and creative solutions. -Participate in the development of systems requirements, coordination of user input, user training, and implementation of research administration information technology solutions.Essential
3Compliance: -Manage, address and resolve financial compliance issues related sponsored projects and oversee the campus’ compliance with transparency reporting requirements, subrecipient monitoring and award closeout. -Work with faculty, administrative staff, department chairs, research unit directors, deans, the Vice Chancellor for Administrative Services and/or the Vice Chancellor for Research and other senior campus administrators to facilitate appropriate outcomes to fiscal compliance concerns and to protect and enhance UAF’s interests. -In conjunction with the Executive Director and the Associate Director, communicate the resolution of compliance and audit issues to sponsor representatives and governmental oversight agencies.Essential
4Internal and External Relations: -Manage relationships, expectations and interactions with the UAF research community and ensure that OGCA teams effectively communicate with customers (e.g., faculty, administrative staff, and sponsor representatives). -Establish and maintain effective, productive and collaborative working relationships and communications with other central administrative units at UAF (particularly the Finance and Accounting Office, and other research and non-research support units) representatives from Statewide and with sponsored projects offices at other UA campuses and other research universities and institutes. -Facilitate and promote effective, productive and collaborative working relationships and communications within and between the OGCA teams, other unit staff, and the chairs and members of UAF’s finance community. -Correspond and liaison with sponsors and federal and state regulatory and oversight offices and represent UAF to internal and external parties conducting audits, administrative site reviews and investigations of sponsored projects. -Review, analyze and respond to public records act requests involving audits of sponsored projects. -As a representative of OGCA, serve on campus-wide committees addressing fiscal sponsored projects issues and work with appropriate academic and non-academic units to implement recommendations and solutions. -Participate in campus and system-wide topic-driven committee, workgroup and taskforce activities, including business process improvements as appropriate. -Represent UAF at SW system-wide meetings and teleconferences; attend meetings and conferences of research administration societies and associations. -Prepare and coordinate material for external professional presentations.Essential
5Policy and Procedure Review, Recommendation and Implementation: -Conduct in-depth analyses of new or proposed changes in extramural sponsor policies, as well as UAF and SW policies and procedures. Advise VCAS/VCR and other campus officials of the potential impacts of such new or proposed changes. Make and implement recommendations for changes to proposed new or revised UAF and SW policies, guidelines and procedures to help ensure compliance with evolving regulations, and where possible add value to the UAF research enterprise. -Research, develop and write new fiscal sponsored projects policies, procedures and guidelines as necessary. -Develop (or revise), document and implement internal OGCA fiscal policies, procedures and practices to effectively facilitate consistency and continuity with regard to office activities.Essential
6Campus Training Programs & Special Projects: -As part of the OGCA Management Team, participate in the planning, development and delivery of research administration training to UAF faculty and staff. -Participate as an expert instructor in the delivery of campus-wide training in research administration as related to fiscal topics. -Prepare special studies and reports as required for the Executive Director and Associate Director, Vice Chancellor for Administrative Services and/or Vice Chancellor for Research. -Carry out special projects and other duties as assigned by the Executive Director and Associate Director and/or the Vice Chancellor for Administrative Services and/or Vice Chancellor for Research.Essential

KNOWLEDGE/SKILLS/ABILITIES:

  • Ability to function as an effective member of a management team.
  • Excellent independent leadership skills and demonstrated management experience, including supervising personnel, priority setting, work assignment and tracking, as well as training staff and employing team building techniques.
  • Superior organizational skills.
  • Demonstrated ability to assess and implement strategies based on critical assessment.
  • Excellent problem solving skills with demonstrated ability to negotiate and successfully resolve conflicts.
  • Expert knowledge of regulations, laws, and sponsor policies related to sponsored projects administration, including the Code of Federal Regulations (CFR); Office of Management and Budget Circulars and Uniform Guidance; Federal Research Terms and Conditions (including Agency Specific Terms and Conditions) and Federal Acquisition Regulations and working knowledge of external regulations, laws and sponsor policies related to other areas of research administration including, financial management of sponsored projects.
  • Expert knowledge of accounting principles and general financial management practices including Generally Accepted Accounting Practices (GAAP).
  • Ability to comprehend, interpret and analyze information; define problems and identify patterns, tendencies and relationships; formulate logical and objective conclusions; and recognize alternatives and their implications.
  • Ability to conduct and support short-term and long-range strategic planning, including the ability to assess multiple variables and objects and develop effective recommendations.
  • Professional experience, education, business acumen, judgment and integrity to effectively serve customers while representing and advancing institutional/organizational interests.
  • Ability to conduct investigations involving complex financial administrative concepts.
  • Demonstrated understanding of the mission of a major research and teaching university, including knowledge of the research environment and general infrastructure, public service missions.
  • Excellent presentation skills sufficient to present and explain complex concepts, practices, policies, guidelines and procedures and their underlying principles.
  • Demonstrated, expert-level negotiation skills and experience.
  • Ability to exercise prudent judgment and discretion and maintain confidentiality and composure in all situations.
  • Ability to prioritize fluctuating workloads and maintain high productivity levels in the face of changing priorities and frequent interruptions.
  • Proven ability to function successfully within a collaborative team environment in a complex organization.
  • Proven ability to establish and maintain effective working relationships among a diverse constituency to define and achieve mutual goals and objectives.
  • Strong, proven writing and editing skills, including the ability to write and format professional correspondence and reports.
  • Excellent interpersonal and communication skills and the ability to balance tact, diplomacy and assertiveness when communicating or interacting with individuals with difficult personalities or who are experiencing difficult circumstances.
  • Proven ability to maintain confidentiality regarding office operations and during the conduct of investigations including audit.
  • Expert knowledge of financial electronic research administration systems.
  • Working knowledge of computer applications and data management.
  • Demonstrated computer skills such as word processing, use and development of spreadsheets and database use.

TYPICAL EXPERIENCE:

  • Bachelor of Science or Bachelor of Arts degree with emphasis in Accounting and/or Business Administration or related field
  • At least four years of experience in research administration with at least three concurrent years of grant and contract finance and leadership/management experience. Or an equivalent combination of training and experience.

REQUIRED EDUCATION OR TRAINING:

  • Bachelor of Science or Bachelor of Arts degree with emphasis in Accounting and/or Business Administration or related field
  • At least four years of experience in research administration with at least three concurrent years of grant and contract finance and leadership/management experience. Or an equivalent combination of training and experience.

*To be eligible for this position, applicants must be legally authorized to work in the United States without restriction.  Applicants who now or may in the future require visa sponsorship to work in the United States are not eligible.

Position details:

This is a full-time, Grade 81, minimum $30.87, DOE, 12-month position complete with a competitive salary and UA employee benefits package. UA employees receive excellent benefits including participation in State of Alaska PERS retirement, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.

Applicant instructions:

Please attach a resume, cover letter, and the names and contact information (email and phone number) for three (3) professional references with your application.

Review Date:

This essential position is open until filled with application review immediately. To ensure your application is considered, apply by 11/18/1022 11:55 pm Alaska Standard Time.

UAF COVID Requirements:

Effective immediately, all new UAF hires, whose job function or work location results in the employee being subject to the UAF vaccine requirements guided by the Federal Contractor Employee vaccine mandate*, must be fully vaccinated with an FDA- or WHO- authorized or approved COVID-19 vaccine or have obtained a university-approved disability/medical or religious exemption no later than six weeks from the new hire's start date.

*Employees based on UAF’s Troth Yeddha’ (Fairbanks) campus, regardless of university affiliation and remote work status; Employees based in UAF research units outside Fairbanks (including Seward Marine Center, Kodiak Seafood and Marine Science Center, HAARP, Poker Flat, Lena Point, and Toolik Field Station); and Employees, regardless of their work location, paid by or directly working on impacted UAF federal contract.

Reasonable Accommodation Statement:

The University of Alaska (UA) is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing this application or during any phase of the interview process, please contact UA Human Resources by phone at 907-450-8200.

Affirmative Action Statement:

UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination

Background Check:

The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.

Public Disclosure Statement:

Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.

Training Policy:

It is the policy of the University of Alaska (UA) that all employees are required to complete training to meet the requirements of the positions they hold, and to complete the required training within a specified period to remain employed at the UA.

Contact Information:

If you have any questions regarding this position, please contact Delia Lopez-Ketzler, HR Coordinator, International Arctic Research Center, and Office of Grants and Contract Administration (OGCA) at dketzler@alaska.edu or (907) 474-1960.

Advertised: Alaskan Standard Time
Applications close:

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