Fiscal Grants Manager-International Arctic Research Center
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Job Number:524157
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Classification:Fiscal Manager 2
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Grade:Grade 81
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Work type:Hybrid, On Campus, Staff Full-time
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Administrative Unit:University of Alaska Fairbanks
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School/Business unit:UAF Intl Arctic Research Center
Location:Fairbanks
Categories: Business/Accounting/Finance, Research/Science/Grants
Position Summary:
As our Fiscal Grants Manager (FGM) you'll play a central role within the IARC Business Office team and work closely with the research faculty in managing a large volume of federal, state, and local grants. The FGM reports directly to the IARC Executive Officer and works closely with the fiscal manager and procurement specialist, as well as, maintaining relationships with the collaborating institutes and the UAF units that support the pre-award proposal work and Office of Grants and Contracts Administration. As the Fiscal Grants Manager we'll primarily rely on you to monitor/administer restricted fund activity (pre and post-award), be responsible for creating, managing, and performing accounting, budgetary and fiscal functions, follow federal and state grant regulations to maintain compliance, and establish policies and procedures within the University of Alaska system (UA) and IARC. Chiefly, to thrive in this role you will need to provide analysis and budget development support for IARC’s major and non-major research program directors, provide financial information for grant reports to various local, state, and federal funding agencies, and oversee the annual financial close-out. This position is crucial in the infrastructure of the International Arctic Research Center (IARC) Business Office. Come and take part in the growth of an exciting and dynamic research team!
Duties:
50Financial Management:
Oversees the fiscal management of all grants and contracts issued to the major and non-major research programs and manages all contracts issued by the major research programs to outside institutions. Maintains current and accurate financial and management records.
Monitors fund activity and accounting on a regular basis. Coordinates successful methods for monitoring and maintaining IARC’s major research program funds with particular attention to payroll (including reconciling to faculty workload) and project expenditures (to reduce overruns).
Responds to, and initiates, financial inquires relating to state appropriations and restricted fund management.
Signature authority on financial documents including journal vouchers (JVs) and budget revisions (BRs).
Identifies and reconciles diverse accounting problems.
Coordinates with staff at research programs and other campus departments as a point of contact with funding agencies; coordinates closely with other business departments at UAF as well as funded subrecipient business departments, as necessary.
Responsible for routine financial operations and may be delegated signature authority for routine business matters from the major research program directors or during the Executive Officer’s absence.Essential
50Grant and Contract Management:
Build and maintain positive working relationships with Principal Investigators (PI), co-workers, other university employees, and the public, using principles of good customer service and excellent communications skills. Develop and monitor office policies, procedures, and standards to ensure compliance with agencies, while ensuring optimal services for all research program faculty and staff.
Forecast current fiscal needs/commitments, develop long-range and strategic plans, develop processes, and participate in planning on an organization-wide scope. Research and resolve complex issues.
Pre-Award:
Work with the Principal Investigators (PI) and the Office of Proposal Development (OPD) with accurate proposal budget preparation and review that meet UAF's OGCA Pre-Award office Policy and Procedures. Prioritize proposal submissions to meet multiple deadlines. Develop, prepare and manage all budgets and accounting for IARC’s major research programs.
Obtain approvals from the PIs and IARC management as required, and other institutes or University departments as required by UAF and the funding agencies, and meet as needed.
Monitor proposal submissions to ascertain which proposals are funded. Proactively provide feedback to IARC Researchers and Executive Officers.
Post-Award Management:
Responsible for fiscal management activities of new grants, contracts, and gifts as assigned, including account set up, preparation of required Office of Grant and Contracts (OGCA) entries and checklist, financial management by preparing research program budgets and projections.
Analyze expenditures to ensure compliance with a variety of grants and funding parameters, including monitoring of expenditures, ensuring that budget limits are met.
Provide oversight and guidance for correcting inaccuracies in the fiscal accounting processes at the departmental level when research program funds are used, to include: preparation of correcting Journal Vouchers (JV), Budget Revisions (BR), and Labor Redistributions (LR).
Manage all active grants and contracts to ensure administrative and financial compliance with appropriate University, State, and Federal regulations. Monitor all grant and contract activity for compliance, ensuring expenditures are occurring in a timely manner based on proposed and awarded scope of work.
Compile and prepare monthly management reports and other financial reports, as needed, in support of administrative oversight and budget planning for the current year and for future years. Prepare annual continuation budgets for IARC’s major research programs to include the projection for all operational expenses, payroll and revenues, including indirect cost recovery. Request and verify reports prepared by the Fiscal Manager.
Grant and Contract Closeout:
Maintain and monitor closeout spreadsheet, work with other fiscal managers to monitor awards at closeout to ensure that everything is closed out in a timely and accurate manner.
Ensure all final reports (property, PI narrative reports, sub-award final documents, etc.) are completed and submitted, working with OGCA and Procurement departments to ensure timely and accurate submission.
Ensure match obligations have been fulfilled and ensure match certification has been prepared.
Work with IARC Business Office and OGCA on close-out issues including F&A recalculations, overrun write-offs.
Close projects including analyses of project expenditures for PI review, work with funding agencies to facilitate corrections, and interface with UA staff members on budget and expenditure matters.
Maintain confidentiality of information and records that pertain to this position.Essential
At IARC, we value a culture of inclusion that leverages the research, educational and institutional benefits of diversity, and engages all individuals to help each thrive. Our strength and success as a research institute and university are built on the foundation of a wide range of perspectives and experiences. IARC is committed to diversity, equity and inclusion, follow this link to IARC's DEI statement https://uaf-iarc.org/about-iarc/ . If you are interested in helping IARC build a deeper understanding of the Arctic and respond to society's needs through actionable science, we encourage you to apply.
| Knowledge, Skills, Abilities: |
-Expert knowledge of OMB Circulars 2 CFR 200 and how they apply to the management of federal grants and contracts.
-Knowledge of grant and contract management for both federal, state, and local-sponsored projects, as well as those associated with capital and operating budgets.
-Advanced knowledge of fiscal related rules and regulations, GAAP, and the ability to interpret and apply those rules and regulations.
-Proficiency with financial operations, automated accounting system(s), word processing, creation and manipulation of spreadsheets, querying of database information, and financial reconciliations.
-Ability to analyze complex financial information using a variety of software, to include Excel, Banner, OSD Q-Menu, and other software unique to the UA system.
-Financial planning analysis skill set.
-The ability to supervise and manage department resources to maximize efficiencies.
-The ability to communicate effectively to a broad audience including faculty, staff, and students using written, electronic and verbal skills.
-Familiarity with UA policies/ regulations, accounting principles, confidentiality, restricted and non-restricted fund accounting, supervisory skills.
-Problem solving and project management skills.
-The ability to prioritize and manage an ever-changing workload.
-Ensure a high level of accuracy with attention to detail.
-Ability to effectively enforce rules and regulations and ensure compliance is met.
-The ability to represent the interests of the IARC Business Office in the absence of the Executive Officer and major research program directors. |
| Typical Experience: |
Demonstrated five years progressively responsible, professional, research fiscal experience proficiently performing large, complex, technical financial duties related to large, programmatic grants and general office duties covering multiple areas within a high paced research center.
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| Required Education or Training: |
Bachelor’s degree in accounting or related field and 5 years progressively responsible professional or management fiscal experience, or an equivalent combination of training and experience. A Master’s degree or professional licensure preferred.
Proficiency with financial operations, automated accounting system(s), word processing, creation and manipulation of spreadsheets, querying of database information, and financial reconciliations required. Working knowledge of GAAP, CAS, OMB circulars and Statewide Accounting Manual.
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| Salary Information: |
This is a full-time, 12-month, exempt staff position complete with both a competitive salary and full employee benefits package. UA provides a generous compensation package that includes excellent benefits including retirement options, annual leave, 12 paid holidays per year, tuition waivers for employees and family members, and affordable medical, dental and vision care coverage.
New hires will be placed on the UA staff salary schedule, Grade 81, based on education and experience.
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| Special Instructions to Applicants: |
Please attach a resume, cover letter, and the names and contact information (email address and phone number) for three (3) professional references with your application. The position is located at the UAF campus in Fairbanks, Alaska. Hybrid work options will be considered.
The review process for applications will be on a rolling basis as applications arrive. The position will be open until filled.
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*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.
IARC's Diversity, Equity and Inclusion (DEI) Statement:
At IARC, we value a culture of inclusion that leverages the research, educational and institutional benefits of diversity, and engages all individuals to help each thrive. Our strength and success as a research institute and university are built on the foundation of a wide range of perspectives and experiences. IARC is committed to diversity, equity and inclusion, follow this link to IARC's DEI statement https://uaf-iarc.org/about-iarc/ . If you are interested in helping IARC build a deeper understanding of the Arctic and respond to society's needs through actionable science, we encourage you to apply.
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.
UA is an AA/EO employer and educational institution and prohibits illegal discrimination against any individual: www.alaska.edu/nondiscrimination
The successful applicant is required to complete a background check. Any offer of employment is contingent on the background check.
Your application for employment with the University of Alaska is subject to public disclosure under the Alaska Public Records Act.
If you have any questions regarding this position, please contact Delia Lopez-Ketzler, International Arctic Research Center (IARC) HR Coordinator, at dketzler@alaska.edu or 907-474-1960.
Advertised: Alaskan Daylight Time
Applications close: Alaskan Standard Time
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