Grants & Contracts Pro 3

The Grants & Contracts Professional 3 works in the College of Pharmacy's Finance Cluster and reports to the CFO. This position is responsible for the pre- and post-award management of sponsored projects and the financial management of nonsponsored accounts in several units within the College, managing multiple projects at any given time and interacting with a wide variety of College staff and partners. Principal duties and responsibilities include approximately 55% effort focused on contract and grant administration and 45% effort focused on nonsponsored financial management:

50% Financial Analysis, Management, and Reporting
(30% sponsored grants & contracts / 20% nonsponsored)

• Provide financial support by monitoring and assessing departmental, division, program, and/or project financial health, proactively providing information to assist with budget management and decision making, proactively providing information to assist with budget management and decision making, highlighting potential concerns, such as budget shortfalls or compliance issues, and offering and implementing solutions to address issues. Funding sources include state allocations, foundation/donor funds, scholarships, endowments, internal and external sales, and internally & externally-funded grants/awards.
• Manage financial transactions for a diverse portfolio of non-sponsored and sponsored accounts, including auditing and reviewing financial transactions to ensure compliance with University Policy, verifying and using appropriate accounting, completing reconciliations, reviewing and approving/denying transactions, initiating and entering corrections, and recommending action.
• Coordinate with grant administrators on sponsored project oversight, including reviewing financial reports provided by grant administrators, assisting with reconciliation efforts, and resolving issues as needed.
• Ensure accuracy of entered personnel and payroll transactions in payroll accounting and on abstracts, including consistency with appointment documentation and appropriateness of funding source.
• Troubleshoot payroll transactions and recommend solutions including processing retros, updating distribution changes and working with payroll auditor and payroll administrators.
• Analyze financial data, investigate issues, and identify solutions. Assist with scenario planning activities at the project, program, and college-wide level, utilizing a broad, strategic perspective.
• Facilitate conversations and provide guidance to unit leadership regarding financial position and potential funding needs.
• Provide oversight and management of business processes (i.e., scholarships, internal/external sales, payroll accounting, reporting and data analytics) for assigned units. Serve as a first-point-of-contact resource for process-related business systems (e.g. EFS, HRMS, Chrome River), policies and procedures, interpretation, and mentor new staff for the departments.
• Analyze financial data, investigate issues, and identify solutions. Advise PIs regarding the allowable use of funds to comply with agency rules and regulations. Assist with scenario planning activities.
• Use business intelligence tools such as UM Analytics and other University reporting tools to monitor, analyze, and communicate financial status to a wide audience, including faculty, staff, department heads, program leadership, and college leadership, as appropriate.
• Deliver financial reports on a consistent and timely basis, highlighting opportunities and issues and following up as needed.
• Assist with the development and maintenance of financial management systems and tools, spreadsheets, and databases that monitor financial performance, communicate financial status, and support faculty and staff who are accountable for financial performance.
• Serve as a resource and communicate finance-related tool/process information to finance-related staff, including Excel tips/support (e.g. creating pivot tables to extract specific information), using UM Analytics data, and downloading data from various University sources. Provide accounting and financial training for department administrators, preparers and others as appropriate.
  

20% Nonsponsored Budget Development

• Support the development of the college's annual budget by assessing trends, identifying program scope changes and budget impacts, and offering input on budget needs and philosophies.
• Assist department heads and division leadership in developing annual budgets, enter annual budgets for assigned departments in the EFS budget prep tool, and enter position management data.
• Estimate salary, fringe, and other expenditures for the anticipated scope of work. Includes activities related to student appointments and fees in lieu of tuition, and working with managers on comparisons and analyses for specific areas including student fees, supplies, staffing and other expenditures and revenues.
  

15% Grants & Contracts Pre-award Proposal Development & Preparation

• Serve as an administrative manager for sponsored project research grant applications for federal, non-federal, and internal sponsors. Coordinate with other collegiate staff responsible for pre-award activities and lead efforts to develop pre-award processes and best practices for all pre-award staff. Manage the proposal preparation process, including:
• Track and communicate proposal status to ensure material submissions meet deadlines.
• Resolve any issues that arise and report progress to PIs.
• Collect, compile, and assemble required documents for submission to federal, non-federal and internal sponsors. Use in-depth knowledge of specific software (Adobe Acrobat, Excel, Word, graphics programs) to create proposals in the required format.
• Work with faculty to review and prepare budget requests. Develop revised budgets and obtain revised budgets from sub-recipient if needed. Ensure that all required approvals have been obtained and that budget requests comply with agency regulations.
• Coordinate with other UMN units and/or other institutions when collaboration and subcontracting are necessary.
• Ensure compliance with departmental, collegiate, university, sponsor, and federal grant regulations.
• Prepare and submit electronic proposals using in-depth knowledge of sponsor's electronic submission system (e.g., grants.gov, ProposalCentral, HRSA Electronic Handbooks, eRA Commons, NSF FastLane, American Heart Association, etc.).

Upon notification of funding award, coordinate the contract development process, including:

• Work with SPA and Pl to review terms of pending award for acceptability.
• Submit sub award initiation documents to SPA.
• Review NOGA and establish the award within the appropriate academic department.
• Request a pre-award/advance account if needed. Consult with Grant Coordinator/SPA on status of pending new award.
• Submit initial subaward documents to SPA to initiate any new subaward agreements.
• Revise proposal budget if finalized amount differs from proposed amount.
  
  

10% Grants & Contracts Post-award Sponsored Project Contract Coordination

• Serve as a College of Pharmacy primary resource on topics and activities related to sponsored projects. Serve as a liaison between the College of Pharmacy, Sponsored Projects Administration (SPA), Sponsored Financial Reporting (SFR), external sponsors and other collaborating colleges and institutions. Review portfolio of sponsored awards and assist in resolving questions or problems that arise during post award.
• Lead contract coordination efforts, such as:
• Prepare/process continuation proposals and track progress reporting.
• Oversee and assist in sponsored award closeout
• Monitor establishment of subcontracts and subcontract payments.
• Advise on cost share charging and documentation. Monitor cost sharing commitments to ensure they are properly documented.
• Serve as effort coordinator for assigned departments.
• Share information and serve as an advisor to finance staff, certified approvers, and PIs.
• Clarify policies relating to administration of sponsored projects or terms and conditions of projects including requests for re-budgeting, and no-cost extensions.
• Assist in determining allowability, allocability and reasonableness of costs
• Interpret policies and procedures across all funding sources and advise finance staff and faculty to ensure compliance with federal, university, and sponsor policies
• Serve as a certified approver for the college
  
  

5% Other Duties

• Assist in the design and implementation of initiatives and special projects as needed.
  
  

Working Conditions:
The work in this position can be performed in a general office setting within the College of Pharmacy or with work-from home flexibility.
* The Employer retains the right to change or assign other duties to this position.

Supervision:
None.

Required Qualifications:

• BA/BS plus at least four years of professional work experience or a combination of related education and work experience to equal eight years.
• Proficient using MS Office (Word, Excel) Google, and other business productivity programs.

Preferred Qualifications:

• BA/BS in Accounting or other related field
• Familiarity with University systems such as PeopleSoft, EFS, UM Reports, ECRT and MN-GEMS.
• Experience using Business Intelligence tools (such as Oracle OBIEE (UM Analytics), Tableau, Hyperion, and MS Access) to develop custom reports and dashboards.
• Strong understanding of GAAP Accounting principles, especially as they apply to fund accounting in a governmental agency or institution of higher learning. Able to reconcile complex reports and address challenges and potential issues based on knowledge of GASB and University and collegiate policies and procedures.
• Experience developing tools to monitor and communicate financial or other complex information and experience implementing process improvements.
• ADD for sponsored projects: (some ideas from other UMN postings)
• Proven experience with NIH grant submission processes, including understanding of funding mechanisms and compliance requirements.
• Proficiency in project management software and tools and NIH grant submission-related software.
• Sponsored projects-related work in a higher education setting.
• Experience in budget preparation and management for research grants.
• Must have the skills and ability to work toward becoming a Certified Approver within one year of employment.
• Familiarity with University and sponsor accounting (Federal and non-Federal) regulations.
  

The successful candidate will also:

• Demonstrate success in managing multiple projects simultaneously with a keen attention to detail and high degree of quality and with little oversight/direction.
• Demonstrate the ability to meet deadlines in a fast-paced environment.
• Demonstrate critical thinking by identifying patterns, problems, and opportunities; seeking input and ideas; assessing alternatives; recognizing potential impact on others; and communicating proposed solutions.
• Demonstrate excellent interpersonal skills and ability to resolve conflict.
• Communicate effectively with different hierarchical levels and interpret and explain University financial policies.
• Be resilient, curious, nimble, and able to thrive in a dynamic, fast-paced environment.
  

Pay Range: $83,000 - $89,000; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).