Department Overview:
The Department of Molecular Microbiology & Immunology comprises a cadre of interactive and interdisciplinary faculty with diverse expertise. Our faculty are active in the scientific community and within OHSU, serving on NIH study sections, as editors for prestigious journals, and as members on university committees and councils. The overall mission of our department involves research and education, while bringing together basic and translational efforts through close collaborations with the Vaccine and Gene Therapy Institute, the Oregon National Primate Research Center, and the VA Portland Health Care System as well as Providence Portland Medical Center. https://www.ohsu.edu/school-of-medicine/molecular-microbiology-and-immunology
Function/Duties of Position:
This position supports the financial management and post-award administration of the Basic Science Departments under the supervision of the Basic Science Budget Manager. Position actively works with Financial Manager and other OHSU partners (OPAM, CFS, etc.) to resolve questions, issues and/or errors, ensuring adherence to internal and external applicable policies. Additional responsibilities include participation in post-award team meetings, basic science team meetings, development of department policies/procedures, advising and training others on financial matters and special projects as requested by OHSU leadership and faculty.
Post-Award Grant Administration
- Develop and maintain PI Grant reports for assigned faculty, including providing information for Other Support Pages.
- Administers reporting and other requirements with grant recipients, reviews plans/agreements, schedules, and budgets.
- Works with various sub-contract institutions on resolving budgeting and invoicing issues.
- Processes grant budgets and salary/effort on grants as needed.
- Prepares regular grant spending forecasts. This requires adjustment of OHSU labor distribution as needed via Oracle Discoverer, grants accounting and Labor Distribution.
- Analyze all monthly grant income (including foundation funds) and expenses transactions for department.
- Monitor personnel costs and all other grant spending to ensure adherence to proposed scientific aims and budgets.
- Process adjustment forms and/or request/supervise processing, as needed.
- Provide financial analysis, variance analysis, data queries, and reports for grants and subcontracts via Matrix.
- Ensure compliance with federal and OHSU grant policies, researching faculty questions and providing training when needed.
- Process grant extensions and carryforwards.
- Provide monthly reports to PIs on their grant expenditures and forecasts of future spending, anticipating potential shortfalls and proactively work with faculty to mitigate such without compromising the accomplishment of specific aims.
- Advise CRO, Department Administrator and Department Chair of faculty funding issues.
- Work with OPAM to prepare set up of new projects, load/adjust budgets, assist in preparation of Final Financial Reports, and grant close-out.
Budget and Fiscal Management for Department
- Provides input and data for department budget development.
- Manages recruitment/start-up packages.
- Tracks commitments and available packages to help plan for faculty recruitments.
- Supports in preparing and expending capital budgets.
- Reviews and reconciles financial information for accuracy.
- Interacts with the Dean’s Office and CFS to ensure central accounting information matches department records.
- Provides financial advice for the health of the department and the assigned PIs.
Financial Data and Reporting
- Manages financial data and reporting, utilizing electronic accounting systems and spreadsheets to produce financial statements and projections.
- Includes data entry, ledger reconciliation, variance reporting and investigating, maintenance of faculty funding profiles (current & pending funds), account & expense documentation, data management, development & implementation of accounting procedures, anticipation & preparation of appropriate post award paperwork (cost transfers, JEs, sub award request forms, prior approval forms, accelerated spending forms, etc.), monitoring & resolving open POs & invoices on hold, anticipation & preparation of appropriate paperwork for new accounts.
- Includes working with appropriate offices at OHSU (SPA, RGC, CFS, SOM Dean’s Office, A/P, Purchasing, etc.) to resolve accounting issues.
- Responsible for financial compliance and filings with outside entities. For example, as Fiscal Authority, review and approve departmental expenditure requests up to $50,000.
- Work with Portland VA faculty and administration to draft VA/OHSU Memorandum of Understanding (MOU) documentation.
- Assist faculty with interagency personnel agreements (IPA) preparation, modification, and invoicing and/or delegate.
Other Duties
- Updates/enters labor distribution for assigned PIs and labs. Serves as the effort coordinator for basic science department members.
- Regularly communicates with CRO, RAPP, department administrators, and Chair on important financial details, updates and forecasts.
- Additional responsibilities assigned as needed.
Required Qualifications:
Bachelor’s degree in Accounting, Finance, or a related field from an accredited college or university; AND
Minimum of 2 years of progressively responsible relevant work experience.
- Prior Academic Health Center or relevant financial specific experience performing analysis related to operational improvements and business cases.
- Highly proficient with use of PC, including database and spreadsheet applications.
- Intermediate spreadsheet skills, including complex functions, formulas and formatting. Experience with relational databases. Understanding of financial reporting concepts such as cost accounting and net present value analysis.
Knowledge, Skills, and Abilities
- Ability to prioritize multiple tasks at one time and avoid crisis.
- Must have excellent communication, analytical and organizational skills: both written and verbal. Able to convey complicated financial information to non-finance individuals.
- Very high degree of accuracy.
- Ability to work independently and as part of a team while being collaborative in resolving problems.
- Must have demonstrated excellent customer service skills both on the phone and in person.
- Must possess energy and drive to coordinate multiple projects simultaneously.
- Ability to use tact and diplomacy to maintain effective working relationships.
Preferred Qualifications:
- Completion of OHSU Essentials of Grant Administration certificate.
A minimum of 3 years’ academic health center experience with post-award sponsored projects financial analysis, specifically with NIH sponsored projects and multi-center grants (R01, R21, U01, and F-type grants).
A minimum of 2 years’ administrative experience with NIH comprehensive center grants (P60) and NIH National Research Service Awards (NRSA, T- and F-type grants), including management of trainees in xTrain.
- A minimum of 1 year of post-award experience at OHSU.
Proficient in utilizing ORACLE, Cognos, IBS, AR, iExpense, and strong excel and accounting expertise.
Additional Details:
Please list work experience on resume in months and years.
This position is teleworking but work at OHSU Marquam hill is possible with office or cubicle. Schedule is Monday - Friday, during normal working hours (schedule flexibility is possible within limits), and occasional overtime required, typically due to increased workload deadlines.
Benefits
- Healthcare for full-time employees covered 100% and 88% for dependents.
- $50K of term life insurance provided at no cost to the employee.
- Two separate above market pension plans to choose from.
- Vacation - up to 200 hours per year dependent on length of service.
- Sick Leave - up to 96 hours per year.
- 9 paid holidays per year.
- Substantial Tri-Met and C-Tran discounts.
- Employee Assistance Program.
- Childcare service discounts.
- Tuition reimbursement.
- Employee discounts to local and national businesses.
Why apply to OHSU?:
We are Oregon's only public academic health center.
In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.
All are welcome.
OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.
To request reasonable accommodation, contact
[email protected]