University of Rochester
As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.
Job Location (Full Address):
601 Elmwood Ave, Rochester, New York, United States of America, 14642
Opening:
Worker Subtype:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
40
Department:
400274 CCRC
Work Shift:
UR - Day (United States of America)
Range:
UR URG 109
Compensation Range:
$55,955.00 - $78,336.00
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Responsibilities:
GENERAL SUMMARY
Supports management processes including pre- and post-award budgets and grant finances from government grants, foundations and/or other grant-award bodies, as well as institutional accounts supporting research activities. Responsible for the financial management, accounting, and reporting systems for grant accounts, and other program accounts. Conducts detailed analysis of accounts, including account history, costs, forecasts, and the drivers of each. Provides accurate and up-to-date financial information to support successful financial management of these accounts. Utilizes knowledge of the University accounting procedures and funding agency policies to provide proper review and control over all activities that impact the financial records. Monitors grant expenditure to ensure compliance with sponsor regulations as well as other purchasing related activities for the CCRC.
ESSENTIAL FUNCTIONS
Data entry of non-salary expenses into URGEMS (University of Rochester General Encumbrance Management Accounting system) and other departmental and institutional systems.
File electronic paperwork after data entry.
Assemble ledgers (UR Financials Workday reports) and paperwork for account reconciliation, etc. to reconcile monthly ledgers.
Using UR Financials, research undocumented transactions and process journal entries.
Assist in the compilation of information for reports and related documentation for account managers.
Maintain account files, including copying, scanning, and filing materials.
Monitors grant expenditures to ensure compliance with sponsor regulations.
Reconciles and performs high level analyses and reconciliation of accounts, including monthly analysis of salary and non-salary expenses, utilizing UR Financials, URHR, URGEMS, and other tools.
Prepares and reviews monthly accounting reports with Sr Grants Management Specialist and Principal Investigators.
Monitors account for appropriateness of charges.
Meets monthly, with management and PIs and review current spending and forecast projections based on spending trends.
Manages subcontract process for large multicenter studies.
Gathers information, tracks the subcontract process with ORPA using IORA.
Monitors study email folders for incoming invoices, tracks payments, and processes invoices for payment through P2P.
Maintains a centralized database to record all study payments for every project.
Develops and implements tracking tools for new studies as they are initiated and manages these tools throughout the study to ensure accuracy of site and subcontract award information.
Sends reminder notices to sites for delinquent invoices.
Confirms in Workday that invoices have been reconciled and then updates internal tracking system.
Maintains and ensures the accuracy of a shadow system (URGEMS) for tracking all expenses (salary and non-salary).
Ensures accuracy of encumbrance system and data entry (through oversight and audit) as well as resolves errors.
Inputs and tracks all payroll allocations in URGEMS to ensure levels of effort charged to sponsored projects align with actual effort and budgeted levels.
Assists Sr. Grants Management Specialist in sending out subaward extensions to sites and updating the centralized database with the extensions of study subawards.
Identifies any errors and follows through to be sure they are corrected accurately and on time.
Ensures back up documentation for all charges is received.
Advises Sr Grants Management Specialist in troubleshooting financial issues providing timely information and solutions and processes any necessary paperwork and monitor account to ensure that solutions are implemented.
Prepares monthly financial statements and reports by reviewing Workday FAOs for all operating and research accounts, including grants and contracts, to ensure accuracy, compliance and adherence to agency guidelines.
Serves as a representative of the center regarding financial reporting issues.
Responsible for processing University and vendor forms and invoices.
Prepares travel and conference forms or Request for Payment Forms for reimbursements of travel or miscellaneous expenses. (e.g., Business Expense & Travel Reimbursements (BETR), Supplier Invoice Requests (SIR), Requisitions, Purchase Orders, cost-center billings, Vivarium, etc.).
Check for the reasonableness of all reviewed expenses and examine accounting documents to ascertain that transactions are properly supported in accordance with department, University and sponsor policies and procedures.
Assists with grant preparation by coordinating and collecting required documentation, including letters of support, bio sketches, and other supporting materials.
Ensures all documents are accurate, complete and submitted in compliance with sponsor (e.g., NIH) guidelines.
Tracks submissions and maintains organized records to support timely and successful grant applications.
Supports annual progress reports by compiling documentation and analyzing budgets for accuracy and compliance.
Maintains awareness of and interprets UR policies regarding financial accounting, and research accounting and costing standards.
Evaluates division procedures and recommends and implements best practices to address procedural weaknesses.
Advises faculty, research coordinators, technical and administrative staff on how to comply with the policies and adopt the best practices.
Attends Research related user groups and administrative meetings, such as CLASP (Continuous Learning for Administrators of Sponsored Programs) certified through the U of R and attends monthly meetings to retain certification.
Participate in IORA, BETR, P2P, DOM Research meetings, and RCAG Meetings, to improve organizational capacity and support skill development new and ongoing processes
Other duties as assigned
MINIMUM EDUCATION & EXPERIENCE
Bachelors Degree Required
2 years of relevant experience or equivalent combination of education and experience Required
KNOWLEDGE, SKILLS AND ABILITIES
Excellent skills in the use of computer software, such as Microsoft Office products, Adobe, the Internet, as well as other University systems. Preferred
Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grants required
Excellent communication and interpersonal skills; ability to handle multiple priorities; outstanding organizational skills. Required
LICENSES AND CERTIFICATIONS
Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year Required
The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.
Notice: If you are a
Current
Employee,
please
log into myURHR
to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward.
Learn. Discover. Heal. Create.
Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries-always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.
If you're looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals
At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better-Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.
Job Location (Full Address):
601 Elmwood Ave, Rochester, New York, United States of America, 14642
Opening:
Worker Subtype:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
40
Department:
400274 CCRC
Work Shift:
UR - Day (United States of America)
Range:
UR URG 109
Compensation Range:
$55,955.00 - $78,336.00
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Responsibilities:
GENERAL SUMMARY
Supports management processes including pre- and post-award budgets and grant finances from government grants, foundations and/or other grant-award bodies, as well as institutional accounts supporting research activities. Responsible for the financial management, accounting, and reporting systems for grant accounts, and other program accounts. Conducts detailed analysis of accounts, including account history, costs, forecasts, and the drivers of each. Provides accurate and up-to-date financial information to support successful financial management of these accounts. Utilizes knowledge of the University accounting procedures and funding agency policies to provide proper review and control over all activities that impact the financial records. Monitors grant expenditure to ensure compliance with sponsor regulations as well as other purchasing related activities for the CCRC.
ESSENTIAL FUNCTIONS
Data entry of non-salary expenses into URGEMS (University of Rochester General Encumbrance Management Accounting system) and other departmental and institutional systems.
File electronic paperwork after data entry.
Assemble ledgers (UR Financials Workday reports) and paperwork for account reconciliation, etc. to reconcile monthly ledgers.
Using UR Financials, research undocumented transactions and process journal entries.
Assist in the compilation of information for reports and related documentation for account managers.
Maintain account files, including copying, scanning, and filing materials.
Monitors grant expenditures to ensure compliance with sponsor regulations.
Reconciles and performs high level analyses and reconciliation of accounts, including monthly analysis of salary and non-salary expenses, utilizing UR Financials, URHR, URGEMS, and other tools.
Prepares and reviews monthly accounting reports with Sr Grants Management Specialist and Principal Investigators.
Monitors account for appropriateness of charges.
Meets monthly, with management and PIs and review current spending and forecast projections based on spending trends.
Manages subcontract process for large multicenter studies.
Gathers information, tracks the subcontract process with ORPA using IORA.
Monitors study email folders for incoming invoices, tracks payments, and processes invoices for payment through P2P.
Maintains a centralized database to record all study payments for every project.
Develops and implements tracking tools for new studies as they are initiated and manages these tools throughout the study to ensure accuracy of site and subcontract award information.
Sends reminder notices to sites for delinquent invoices.
Confirms in Workday that invoices have been reconciled and then updates internal tracking system.
Maintains and ensures the accuracy of a shadow system (URGEMS) for tracking all expenses (salary and non-salary).
Ensures accuracy of encumbrance system and data entry (through oversight and audit) as well as resolves errors.
Inputs and tracks all payroll allocations in URGEMS to ensure levels of effort charged to sponsored projects align with actual effort and budgeted levels.
Assists Sr. Grants Management Specialist in sending out subaward extensions to sites and updating the centralized database with the extensions of study subawards.
Identifies any errors and follows through to be sure they are corrected accurately and on time.
Ensures back up documentation for all charges is received.
Advises Sr Grants Management Specialist in troubleshooting financial issues providing timely information and solutions and processes any necessary paperwork and monitor account to ensure that solutions are implemented.
Prepares monthly financial statements and reports by reviewing Workday FAOs for all operating and research accounts, including grants and contracts, to ensure accuracy, compliance and adherence to agency guidelines.
Serves as a representative of the center regarding financial reporting issues.
Responsible for processing University and vendor forms and invoices.
Prepares travel and conference forms or Request for Payment Forms for reimbursements of travel or miscellaneous expenses. (e.g., Business Expense & Travel Reimbursements (BETR), Supplier Invoice Requests (SIR), Requisitions, Purchase Orders, cost-center billings, Vivarium, etc.).
Check for the reasonableness of all reviewed expenses and examine accounting documents to ascertain that transactions are properly supported in accordance with department, University and sponsor policies and procedures.
Assists with grant preparation by coordinating and collecting required documentation, including letters of support, bio sketches, and other supporting materials.
Ensures all documents are accurate, complete and submitted in compliance with sponsor (e.g., NIH) guidelines.
Tracks submissions and maintains organized records to support timely and successful grant applications.
Supports annual progress reports by compiling documentation and analyzing budgets for accuracy and compliance.
Maintains awareness of and interprets UR policies regarding financial accounting, and research accounting and costing standards.
Evaluates division procedures and recommends and implements best practices to address procedural weaknesses.
Advises faculty, research coordinators, technical and administrative staff on how to comply with the policies and adopt the best practices.
Attends Research related user groups and administrative meetings, such as CLASP (Continuous Learning for Administrators of Sponsored Programs) certified through the U of R and attends monthly meetings to retain certification.
Participate in IORA, BETR, P2P, DOM Research meetings, and RCAG Meetings, to improve organizational capacity and support skill development new and ongoing processes
Other duties as assigned
MINIMUM EDUCATION & EXPERIENCE
Bachelors Degree Required
2 years of relevant experience or equivalent combination of education and experience Required
KNOWLEDGE, SKILLS AND ABILITIES
Excellent skills in the use of computer software, such as Microsoft Office products, Adobe, the Internet, as well as other University systems. Preferred
Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grants required
Excellent communication and interpersonal skills; ability to handle multiple priorities; outstanding organizational skills. Required
LICENSES AND CERTIFICATIONS
Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year Required
The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.
Notice: If you are a
Current
Employee,
please
log into myURHR
to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward.
Learn. Discover. Heal. Create.
Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries-always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.
If you're looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals
At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better-Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.