Location: OaklandFull Time
Job ID: 44922
Job Posting
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UC OFFICE OF THE PRESIDENT
At the University of California (UC), your contributions make a difference. A world leader producing Nobel and Pulitzer Prize recipients with over 150 years of groundbreaking research transforming the world. Choose a career where you can leverage your knowledge, skills and aspirations to inspire and support some of the greatest minds in the world, and those who will follow in their footsteps. Working at the University of California is being part of a unique institution and a vibrant and diverse community. At the University of California, Office of the President, we propel our mission through impactful work locally, in government centers and systemwide. We are passionate people, serving the greater good.
The University of California, one of the largest and most acclaimed institutions of higher learning in the world, is dedicated to excellence in teaching, research and public service. The University of California Office of the President is the headquarters to the 10 campuses, six academic medical centers and three national laboratories and enrolls premier students from California, the nation and the world. Learn more about the UC Office of the President
DEPARTMENT OVERVIEW
The Research Grants Program Office (RGPO) oversees a broad grantmaking portfolio of over $100 million a year to support research that is critical to California, the nation and the world. RGPO programs enhance UC's research capacity and excellence, which helps attract top faculty, graduate students, government funding and companies to our state. These grants also enable health researchers and community agencies to collaborate and solve the most pressing problems in the state. RGPO also provides grants for training undergraduates, graduate and postdoctoral researchers, whose work will benefit California communities.
POSITION SUMMARY
This position is part of the Research Grants Program Office (RGPO) within the Office of Research and Innovation (R&I). The RGPO consists of several grant-giving programs that are administered by the University for the University of California or on behalf of the State of California. These programs are the California Breast Cancer Research Program (CBCRP), the Tobacco-Related Disease Research Program (TRDRP), the California HIV/AIDS Research Program (CHRP), and the UC Research Initiatives (UCRI) programs such as the Multicampus Research Programs and Initiatives and the Lab Fees Research Program. RGPO has two central administrative sub-units under the Grant Operations Unit to support grant review and administration, financial and budgetary services, and other core administrative and operational needs to all of the grant programs. These services are provided by Grants Budget, Finance and Administration (GBFA) and Contracts & Grants (C&G) sub-units.
Reporting to the GBFA Manager, the Lead Financial Analyst will oversee: research grant budget and financial analysis; research grant portfolio maintenance; audit responses for TRDRP Proposition 56 funding; reporting and benchmarking; fiscal control/compliance; development of annual budgets and quarterly forecasting for research grant programs; and participate in short- and long-term financial and business planning. This position will ensure timely grant award payments and the recording of the payment information in both the UCOP Financial Information System (FIS) and the RGPO Grant Management System.
In addition, the incumbent will be responsible to perform and complete the monthly closing steps for the Project Portfolio Management (PPM) - subledger in Oracle - for all RGPO Funds, and ensure that claims for RGPO's State Appropriation Funds are submitted in a timely manner.
The incumbent will also collaborate, and provide some guidance and direction to two Senior Financial Analysts and a Financial Analyst who all report to the GBFA Manager.
There are two positions available.
Responsibilities
40%Budget and Finance:
Under the general direction of the Manager of the Grants Budget, Finance and Administration (GBFA) sub-unit, respond to requests for customized financial analyses and reports including complex budget projections, cost feasibility and justification analyses to facilitate planning. Actively participate in the development of annual budgets and quarterly forecasting for the research grant programs and grant operations unit. Assist the GBFA Manager in preparing the RGPO recharge model, and process and submit the recharge allocation journals. Gather data, monitor and track budget allocations and expenditures, and perform trend analyses in connection with budgetary formulation and administration. Produce monthly and quarterly expenditure reports for the various RGPO units.
Perform month close steps in PPM, generate invoices and prepare claim spreadsheets, and set up new Project Numbers for CBCRP and TRDRP in PPM every July. Review monthly reconciliations of general ledgers, payroll and cost transfers submitted for processing; resolve problems associated with vendor payments including honoraria, travel, and entertainment expenses. Ensure proper documentation is available and accessible at all times for audit purposes.
Facilitate regular planning and budget process. Meet with staff, and write correspondence and meeting
summaries necessary to facilitate communication of unit/sector budget issues. Evaluate budget requests, assimilating program plans and objectives and correlating them with funds available from all sources. Duties include performing quantitative analysis and formulating recommendations for budgetary allowances including reference to unit needs, existing UC and RGPO policies and procedures and business practices, potential funding sources and fund usage restrictions, financial impact of possible timing differences, and alternative solutions. Present reports summarizing and analyzing budget proposals and making recommendations to management; and interact with appropriate staff and managers to communicate results of analysis and decisions.
Develop and implement new processes and procedures to facilitate efficient reporting of budget transactions (including the processing and payment of all invoices, honoraria, check requests, and travel reimbursements). Make recommendations to enhance existing accounting processes and procedures.
Perform continuous budgetary control of appropriations on a program-wide, campus-wide, and system-wide basis, reviewing and analyzing all monthly reports for budgetary compliance, effective spending and to prevent audit disallowances. Provide recommendations and means of resolution for potential financial/budgetary problems and for improving financial processes and procedures.
Liaise with University officials (such as Business Resource Center - BRC, UCOP Local Budget Office, Systemwide Budget Office, Corporate Accounting) and departmental administrators, providing consultation on financial and budget strategies and associated potential impacts, relevant business and financial policies and procedures, and assistance on financial issues.
35%Grant Accounting and System:
Responsible for reviewing and processing all grant award payments in the RGPO Grant Management System called SmartSimple. Oversee the preparation and submission of all Interlocation Transfer of Funds and check requests ensuring that required approvals are obtained. Ensure that the correct accounts and funds are used. Ensure that all required disbursement information is recorded, and the timely reconciliation of all accounts and that ledger clear dates are entered in SmartSimple. Ensure the timely processing of the release of funds for multi-year awards. Monitor all payments and ensure that amounts disbursed are in accordance with the award notices. Monitor and track all refunds from non-UC institutions ensuring that refunds are collected and deposited in a timely manner. Monitor and track all expiring funds at UC campuses ensuring that funds are expended or transferred to avoid loss of fund balances. Prepare and produce monthly disbursements reports, refund reports, and status reports. Maintain all documentation.
Responsible for the maintenance of RGPO internal database system (accounting/financial module) ensuring that data are complete and accurate at all times. Set up new funds, update existing funds and fund balances in SmartSimple. Run regular reports and generate new reports for post-award analysis. Build out work processes for GBFA, queries, and create task tracker tickets to resolve any GBFA issues in SmartSimple. Attend weekly Change Management and Post Award SmartSimple meetings, alert the GBFA Team of any system changes and give tutorials to the GBFA Team to ensure proper use of the system. Manage email templates and help content for database in collaboration with the Contracts and Grants sub-unit
10% Cash Management & General Accounting:
The incumbent will be trained as a proxy and reviewer in the UCOP Concur Travel and Expense Reimbursement system so as to take a lead role in RGPO's processing of internal (staff) and external (non-staff; reviewers participating in RGPO's peer review process) travel expense submissions. Establish internal workflows and procedures for this, including development of specialized reporting forms for use by travelers that incorporate RGPO fiscal tracking system. Coordinate and interact with Business Resource Center (BRC) staff relative to this so as to facilitate their audit review.
Review, approve, and monitor all cash and check deposits. Ensure that all appropriate forms and documents are prepared and submitted in an accurate, complete, and timely manner. Reconcile all deposit transactions and update SmartSimple when deposits are returned unused funds from research contractors. Ensure that return of funds are recorded accurately in both PPM and GL in a timely manner. Review monthly reconciliations of general ledgers and Non-Payroll Expenditure Adjustment Requests (NPEAR) submitted for processing.
Monitor fiscal closing to assure implementation of management decisions regarding the disposition of any State of UC General Fund balances.
Consistently identify and support opportunities for collaboration across RGPO and with the key collaborating units within UCOP (Budget Office, BRC). Encourage and allow others to explore new cross-unit collaborations. Make time and resources available for new collaborative projects and initiatives.
10% Cross-functional Teamwork:
Interact well internally with others in all RGPO units and externally, with the BRC, Budget Office, Corporate Accounting Staff, and Peer Reviewers participating in research evaluation efforts. Communicate both verbally and non-verbally, in a direct, cooperative, patient, and courteous manner. Incorporate effective listening skills. Be diplomatic and strive to be helpful in all situations, and to provide excellent customer service.
Actively and effectively participate and contribute in a positive manner. Place team's objectives above
individual agendas. Share ideas; listen to others; prioritize tasks and follow through; do one's share; maintain a positive attitude. Support team decisions and goals even when they may be at odds with personal preferences.
5% Contracts & ICAs:
Responsible for processing Independent Consulting Agreements (ICAs) and Professional Services Agreements (PSAs) for the RGPO research programs. Advise and assist the Program Directors and designated staff with the preparation of Contracts and ICAs, including both initial and amended versions. Review language in proposed Contracts and ICAs for adherence to department and university policies and procedures. Route Contracts and ICAs for department and division approvals, as appropriate. Track all payments and ensure that payments do not exceed agreed upon amounts. Independently resolve issues associated with Contracts and ICAs. Ensure the accurate, complete, and timely submission of Blanket and Master Agreements (e.g., maintenance contracts). Function as liaison with the UCOP Procurement Office.
Required Qualifications:

• Keen analytical and attention to detail skills as demonstrated by the ability to compile, analyze, and interpret statistical data and perform long range planning and forecasting. Ability to develop and use various computing methodologies and techniques to translate large and complex datasets into workable forms.
• Proven problem-solving skills including the ability to research and assess information and financial data, identify problems, generate alternatives, determine appropriate action, and oversee change implementation in resolving issues and improving systems and processes.
• Strong project management and organizational skills as demonstrated by the ability to prioritize work, set and meet deadlines, and create systems to effectively track projects and other information; flexibility to adjust to the changing needs of the department. Ability to manage multiple tasks simultaneously.
• Ability to gather, identify and analyze required information from a variety of sources. Advanced financial reporting and analysis skills with ability to develop complex financial models, summarize financial reports and complete ad-hoc analysis.
• Strong interpersonal skills as demonstrated by ability to work collaboratively and productively with a diverse population including UC campus faculty and staff and outside vendors; strong customer service focus to respond positively and proactively to problems.
• Ability to follow-up on assigned or requested service from customers from the starting point to the end of the service. Strong ability to work both independently and collaboratively as part of a team.
• Advanced experience with Microsoft Excel and ability to synthesize large amounts of data.

Preferred Qualifications

• Experience with Oracle Cloud Financials.
• Knowledge of and/or experience working with the UC financial systems and applying UC budgetary/financial policies and procedures.
• Familiarity with fund accounting.
• Some experience in designing and implementing database application systems and interfaces.
• Experience with training other staff in systems.

Education

• Bachelor's degree in finance, accounting or business administration and a minimum of 5-8 years of related work experience in financial roles required.

SPECIAL CONDITIONS
SALARY AND BENEFITS
Salary: Recommended salary range is $115,000 - $131,000.
Benefits: For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging
ADDITIONAL INFORMATION
HOW TO APPLY
Please be prepared to attach a cover letter and resume with your application.
APPLICATION REVIEW DATE
The first review date for this job isNovember 18, 2022. The position will be open until filled.
CONDITIONS OF EMPLOYMENT
Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP
Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy
August 2021 Update: The University of California has issued a policy requiring employees to be fully vaccinated against COVID -19 before physically accessing the University location or programs. Upon hire into a UCOP position, you will be provided detailed instructions on how to comply with this policy including access to the COVID vaccination at no cost. New hires to UCOP who work onsite or will come onsite for any activities at a UCOP or other UC location must comply with this policy within 8 weeks after their start date. The policy allows for employees to request approval for an exception or deferral. UC COVID-19 Vaccine Policy
EEO STATEMENT
The University of California, Office of the President, is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status. EEO/AA Employer UC Nondiscrimination Policy
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To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucop/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=19&JobOpeningId=44922&PostingSeq=1
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