Financial Administration Leader

Indiana University
February 4, 2021
Indianapolis, IN
Job Type




Department Information

This position supports The Department of Pharmacology and Toxicology and also the Department of Microbiology and Immunology.

Job Summary

This position will serve two Basic Science Departments: Pharmacology and Toxicology, Microbiology and Immunology, and IUSM South Bend and other regional IUSM campuses (Fort Wayne, Gary, Bloomington, etc.). The Financial Administrative Leader will:

- Provide administrative and fiscal oversight serving as a primary resource for faculty and staff. This role will support the areas of finance, purchasing, human resources, payroll, facilities, and grant management.

- Act as primary back-up for the Fiscal Officer in all affairs.

- Serve as lead manager for pre-award grant preparation for PHTX and regional campuses inclusive of budget, administrative/scientific content, and routing. Oversee these same activities for MCIM. Coordinate post-award funding and accounting providing oversight and specialized reporting. Reconcile accounts on a monthly basis. Budget construction.

This position includes considerable high-level decision making in unique situations or circumstances where no written guidelines may apply. Represent the Department(s) on committee service, policy and training development, policy and procedure implementation, and resolution of elevated issues.

Primary Duties and Responsibilities:

(30%) - Provide administrative and fiscal support acting as a resource and manager in financial and administrative matters related to the areas of finance, purchasing, human resources, payroll, facilities, and grant management. Insure activity and productivity are within department requirements and expectations. Assist in the preparation of the annual base budget(s) construction and annual salary setting. Prepare documents to close out accounts in preparation for the final financial reports. Act independently using all fiscal resources (KFS, HRMS, etc.) to manage departmental and account finances to insure fiscal balance and compliance within all University and agency rules and regulations. Balance and close accounts. Manage and supervise grant activity, procurement specialists and grant coordinators including all personnel actions. Research, anticipate, advise, and enact processes related to the overall fiscal security of all related organizations. Compose departmental policies and guidelines. Act as fiscal officer in the absence of the primary fiscal officer.

(25%) - Manage and coordinate the preparation and submission of new grant and contract applications (PHTX and Regional Campuses). Act as content expert on research funding opportunities for all researchers. Prepare budgets, consult with Principal Investigators, monitor compliance, compose correspondence, and complete routing. Insure that all applications conform with agency and university guidelines. Act in the Approver role in KFS and lead grant manager for all 3 org codes including the review/approval all MCIM grant activity. Follow up with all necessary actions to insure a timely and complete application. Supervise the Grants Coordinator role in MCIM, pre and post award, to monitor work flow, content, quality, and adherence to guidelines. Allocate work and evaluate performance of MCIM Grants Coordinator and initiate and follow up on all work related issues and act as primary resource.

(20%) - Monitor accounts and post award activity (including subcontracts) in PHTX and Regional Campuses ensuring that expenditures are allowable, allocable, timely and compliant noting discrepancies and taking necessary action. Coordinate/prepare progress reports to insure agency reporting and compliance. Monitor financial reporting, closeout and reporting of sponsored project accounts. Request cost share accounts, underwrites and NCEâ₠™s. Resolve issues that are elevated by team members. Conduct ongoing audits to insure the financial integrity of all accounts to insure compliance with ever-changing rules and rule interpretations by auditors. Make recommendations, corrections, and adjustments as necessary.

(10%) - Supervise procurement assistant. Assist with the oversight of procurement, purchasing, and travel functions. Monitor funding lines and all associated changes to insure employees accurately record their time and the accuracy of accounting lines. Insure that orders are timely and complete. Make adjustments and changes as necessary. Provide expertise related to Material Transfer Agreements, accounts payable, and accounts receivable.

(10%) - Provide specialized training and education to faculty and graduate students. Conduct workshops. Produce customized reports monitoring metrics to illustrate department activity, productivity and financial stability. Review/modify reports with the Departmental Administrator and Chair. Compile related data for use in the Department Annual Report. Form, lead or participate in ad-hoc committees to improve processes, procedures, organizational structure or electronic systems.

(5%) - Act as the primary delegate to the fiscal officer and act in that role during absences. Perform all functions incidental to the work described herein. Must have knowledge of all related roles and applications in order to provide continual business services during any other administrative absences. Participate in position management including interviewing, hiring, pay, performance, and budgeting. Attend regional and national conferences keeping abreast of trends and changes and disseminate information as appropriate. Perform other work incidental to the work described herein.

Required Qualifications

Bachelor's degree and five years of related experience.

Knowledge of Microsoft Office Suite and University systems. Excellent communication and diplomacy skills. Leadership skills and supervising experience. Ability to work with highly complex situations and agency guidelines. Ability to formulate logical conclusions and solutions to complex and difficult problems. Highly organized and skilled at time management with the ability to work well under pressure in stressful situations and within deadlines.

Preferred Qualifications

Certified Research Administrator designation. Master's degree. Degree in accounting, finance, management, or administration. Supervisory experience. Research coordinating/management experience.

Working Conditions / Demands

This job is performed in an office setting using typical office equipment with or without accommodation.

Equipment utilized: Computer, tablet, virtual office software, and other office equipment.

Work Location

Department of Microbiology and Immunology - Van Nuys Medical Science building - IUPUI campus

Indianapolis, Indiana

Job Classification

Salary Plan: PAE

Salary Grade: 3AD

FLSA: Exempt

Job Function: Finance

Posting Disclaimer

Due to the COVID-19 pandemic, there may be differences in the working conditions as advertised in our standard job postings (e.g., the ability to travel from one campus to another, etc.). If you are invited for an interview, please discuss your questions or concerns regarding the working conditions at that time.

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment without regard to age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at [Click Here to Email Your Resumé] or by visiting IUPD.

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Telephone: 812-856-1234

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