Grant Accountant Administrative Coordinator

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

The grant accountant functions in a professional capacity for Case Western Reserve University in the Office of Research Administration and reports directly to the associate director, sponsored projects accounting. The principal objective of the position is the effective and efficient management of sponsored project accounts from set-up through close-out, such that the university is in compliance with all university and sponsor policies, regulations, and requirements. This includes the following duties as they pertain to sponsored project accounts: 1) Notice of Award review, 2) preparation and submission of all financial reports, 3) preparation and submission of all invoices, 4) monitoring expenditures, revenues and budgets for assigned accounts, 5) identification and removal of unallowable costs from sponsored projects, and 6) review and approval of all non-salary journal requests and salary adjustments that do not exceed 90 days per the university cost transfer policy. The position functions independently to analyze problems and devise and implement solutions, in accordance with appropriate policies and procedures.

ESSENTIAL FUNCTIONS

• Prepare various financial reports for sponsored projects in specific departments. Review award documentation to determine appropriate assignment of costs in accordance with the sponsor's terms and conditions and university's policies and procedures. Review expenditures to identify unallowable/ unallocable expenses or inaccurate expenditure classifications and remove questionable costs from project via journal entry (approved by associate director). Alert and work with department to resolve questionable expenditures. Prepare invoices to granting agencies accurately on a timely basis as required by regulation or contractual agreement in coordination with departments. Review and approve all invoices generated by grant accounting clerks to maintain segregation of duties. In the preparation of invoices, review effort reporting to ensure that salary charges on sponsored projects are allowable and appropriate based on grant/contract agreements and sponsor and university rules. Review for accuracy indirect costs and fringe benefits charged to project when preparing financial reports. Notify department administrators of financial reporting deadlines. Prepare and reconcile all financial status reports for sponsored projects in specific departments, as assigned such that the reports are accurate, reviewed by the principal investigator and department, and submitted to the sponsor on a timely basis. Work with departments to ensure that scientific reports required for submission to the sponsoring agency are submitted timely to achieve the sponsored project's objective and to ensure the sponsoring agency remits funds to Case Western Reserve University on a timely basis. Monitor projects that are closed out in PeopleSoft in a timely manner. Maintain files of sponsored projects Notice of Grant Awards, financial reports, invoices, and other documentation as deemed necessary. (60%)
• Review and approve all non-salary journal requests (in consultation with the associate director, sponsored projects accounting, as needed) and salary adjustments for sponsored project accounts for specific departments that do not exceed 90 days per the university cost transfer policy. When journal requests or salary adjustments are denied, provide an explanation of the reasons for the denial and work with the principal investigator and department administrator in situations where a resubmission is desired. (20%)
• Serve as a sponsored project accounting (post-award) the Office of Research Administration and the specific departments, as assigned. This includes assisting department administrators and principal investigators with questions regarding the post-award administration of sponsored projects, resolving post- award problems, providing guidance and training with respect to university policy and sponsor requirements, recommending options to manage potentially inappropriate and/or unallowable expenses, and identifying actions requiring written approval. It also includes establishing and supporting effective lines of communication with faculty, schools, and department administrators. Stay current on regulatory and legal issues relating to post-award sponsored projects management. (10%)
• Review new and revised Case Western Reserve University's Notice of Awards for sponsored projects in specific departments, as assigned. This includes verifying that the information on the Notice of Award is accurate based on the sponsor's Notice of Grant Award, that the award and project information in PeopleSoft is complete and accurate, that appropriate documentation is provided as applicable (e.g., executed contracts), and that paper and electronic files are organized and complete. (10%).

NONESSENTIAL FUNCTIONS

Perform other duties as assigned.

CONTACTS

Department: Weekly contact with the assistant vice president, sponsored projects. Daily contact with the Senior Executive Director Post Award, Executive Directors -sponsored projects accounting, grant managers and accountants, and other office accounting staff. Weekly contact with pre-award office staff.

University: Daily contact with management center representatives, department administrators and faculty. Occasional contact with the Office of General Counsel. Weekly contact with controller's office and accounts payable/procurement services. Occasional contact with audit services.

External: Weekly contact with sponsor agencies (federal, non-federal) and peers at other universities. Monthly contact with sub-recipient organizations.

Students: Occasional contact with work-study students.

SUPERVISORY RESPONSIBILITY

No direct supervision of staff employees.

QUALIFICATIONS

Education and Experience: High school education and 5 years of related experience in sponsored projects administration financial management and/or audit OR Bachelor's degree in a business-related field preferred (degree in accounting / finance is preferred) and 1 to 3 years of work experience required, preferably in sponsored projects administration, financial management, and/or audit.

REQUIRED SKILLS

• Demonstrated knowledge of sponsored program administration, policies, OMB Circular A-21, A-110, federal and sponsor regulations, and guidelines.
• Demonstrated knowledge of and familiarity with internal controls over accounting, financial reporting, and research activities.
• Demonstrated knowledge of A-133 and financial audit requirements and audit reporting.
• Demonstrated knowledge of governmental accounting and budgeting, accounting principles and practices.
• Foundational knowledge of federal and university rules regarding management of effort allocation.
• Foundational knowledge and practical abilities working with the Microsoft Office suite of tools and general computer skills.
• Foundational analytical skills to analyze accounting data, formulate and present conclusions.
• Foundational analytical skills to analyze a variety of complex regulations, apply sound judgment, and draw logical conclusions.
• Foundational organizational skills with attention to details and accuracy.
• Strong written and verbal communication skills.
• Ability to lead a team and adhere to departmental and university policies.
• Ability to make ethical decisions and act with integrity.
• Ability to interact and communicate professionally with others and to establish meaningful relationships with deans, faculty, administrators, and sponsors.
• Ability to produce accurate and timely work products when working under pressure. Ability to maintain confidentiality and exercise appropriate discretion with information.
• Highly motivated with a strong service orientation. Ability to work as part of a team of professionals.
• Knowledge of PeopleSoft grants management and accounting modules preferred. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.
• Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type. This position is eligible for the staff hybrid work program.

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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