Upper Midwest HERC

The Grant & Contract Officer (GCO), as a member of the centralized Office of Research Administration (ORA) is responsible for accurate and comprehensive post-award administration of research awards and clinical trials generated by assigned department(s).  Works as a team member according to management direction.  Major responsibilities include patient and helpful assistance for Principal Investigators (PI’s) and staff of financial post award management of research projects. Provides interpretation of funding agency regulations and procedures to ensure that PI’s understand their responsibility and are given timely notice of sponsor requirements.  Utilizes professional abilities in financial compliance and reporting to ensure responsible post award administration of externally sponsored awards, philanthropic support, and pharmacueitical funded clinical and basic research.  Knows and follows institutional and departmental policies and procedures.  Guides PIs and staff on CSMC and Sponsor  policies as they apply to research administration.  Conducts in-service training seminars for PIs and Staff.  Services as an information source for the department and research community.  Participates in career development training and departmental performance improvement processes. Performs other related duties as assigned.

Essential job Duties and Responsibilities:

Working under the general supervision of the Manager of Post Award Reporting & Compliance: responsible for the oversight and management of assigned portfolio, prepares and submits invoices and financial reports, reviews transactions and expenditures, review and guidance is focused in the areas of meeting agency requirements and financial reporting.

Conducts review, analysis, and interpretation of award terms and conditions.  Provides guidance to assist principal investigators with administrative/fiscal compliance and management of awards.

Monitors changes in policies of funding agencies and identifies financial issues including those which impact reimbursement for the Medical Center.

Manages and communicates financial information to Cedars-Sinai’s research community and General Accounting as well as external funding agencies.

Maintains timely execution of portfolio management activities including preparation and submission of financial reports/FFRs, monthly/quarterly invoicing, expenditure review, journal entries and cash collection by month end close.  

Reviews and analyzes accounts/projects to ensure costs are reasonable, allowable, allocable and consistent in accordance to sponsor terms and conditions.  Provides notification to management regarding accounts not in compliance with funding limitations.

Provides deficit reports for distribution to Cedars-Sinai departments and monitors resolutions.

Responsible for financial closeout of awards as required by CSHS and agency policies.  Ensures that records are maintained in the Archive File as required by the funding agency and CSHS.

Ensures compliance with state and federal laws, accreditation, professional and regulatory agency standards.

Demonstrates flexibility and initiative to effectively support change efforts to respond to environmental and organizational changes.

Specialty/Department Specific:

Is responsible for maintaining up to date knowledge of grantor policies and procedures, in particular the National Institutes of Health, and major not-for-profit foundations. Familiar with Uniform Guidance and OASC-3.  In consultations with the Post Award leadership, interprets the policies and procedures during the administration of each grant and/or contract.

Is required to maintain up to date knowledge regarding institutional policies and procedures and determine how they may impact grant and contract administration.  Alerts PIs to impacts and required actions.  Recommends new policies and/or changes to existing policies whenever necessary to SGCO.

Understands and uses the various systems within the medical center and major federal and not-for-profit sponsors which are required for the submission of proposals and/or the administration of grant and/or contracts.  These systems include, but are not limited to, the following:  accounting, grant processing, purchasing, human resources, and data systems, i.e. use of the PC’s, databases and networks. Intermediate to advanced expertise in word processing, spreadsheet and presentation software (e.g. Microsoft Office). Basic proficiency in database, calendar and email software required. Current proficiency in the use of Grants.gov, Proposal Central, NIH eRA Commons, and NSF Fastlane is required.

Participates in CSMC performance improvement and quality assurance processes, as needed.

Education and Experience requirements:

Education: Minimum of High School Diploma/GED is required

Bachelor's Degree strongly preferred

Experience:

One (1) to two (2) year demonstrated ability in the independent financial administration of research grants and contracts in a central administration office or the equivalent. Must have entry-level working knowledge of the policies and procedures of granting agencies as well as the institutional purchasing, personnel and accounting systems. Analytical abilities to identify and review problem situations, make independent decisions and/or recommend solutions. Must be able to communicate to individuals at varying levels effectively verbally and in writing. A high degree of accuracy and attention to detail are mandatory when developing and managing research portfolios, projecting expenditures and recommending financial compliance solutions. Must have the ability to use a calculator, and have working knowledge of software programs described in the Essential Duties, as well as familiarity with enterprise information & reporting systems (e.g. PeopleSoft or similar). Must be able to manage an unpredictable and voluminous workload while providing quality service and meet deadlines through organization, interpersonal skills, and prioritization of activities. Ability to work within a team setting is essential or as an individual on implementation and enhancement of business process improvements.

Physical Requirements (physical abilities essential to perform the job)

Able to lift twenty-five (25) pounds. Able to stand or walk for prolonged periods of time. Able to handle multiple tasks, frequently with short time frames, prioritize and organize work and to complete assignments in a timely fashion.

OR

Any combination of academic education, professional training or work experience, which demonstrates the ability to perform the duties required for the position.