Research Business Administrator I- Fully Remote

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We strongly encourage all candidates of diverse backgrounds and lived experiences to apply.


A Brief Overview
This entry level position works with a team of research administrators to provide support and management of a sponsored research portfolio for faculty/scientists in the Research Institute. This position provides an opportunity to manage fiscal and administrative aspects of federal and non-federal research grants including budget development for proposals, financial reconciliation, forecasting, closeouts, and preparation of analytical reports for PIs and other stakeholders. All tasks are performed in accordance with CHOP/ federal and non-federal sponsor guidelines and policy, including the Uniform Guidance, and generally accepted accounting principles (GAAP) where applicable. Working under close supervision, direction, and guidance of management within a fast-paced, collaborative, diverse, and service-oriented environment. Requires the ability to provide excellent customer service and work well within a team, practicing with a questioning attitude and pro-active in seeking guidance when needed.

What you will do

• Responsibilities are completed with guidance, direction, and supervision from a Manager:
• Fiscal responsibility of Research Grants Management
• Reviews and approves all financial transactions up to $50,000 charged to research grant accounts within assigned portfolio, ensuring compliance with cost principles as defined in the Uniform Guidance and the individual grant agreement. This includes purchase orders, check requests, travel expenses, equipment, laboratory supplies, animal care cost, and personnel payroll costing allocations.
• Manages and monitors a diverse portfolio of grant accounts of varied mechanisms with an average criteria weight of 600 based grant complexity, sponsor award type, expenditure dollars of 15-20 Principal Investigators.
• Regularly analyzes deficits and balances, alerts PIs and others as appropriate and resolves issues promptly.
• Allocates faculty and staff salaries to research grant accounts with direction from the Principal Investigators
• Effective & Timely Communication
• Provides timely and accurate communication of financial data to principal investigators, sponsors, and other customers.
• Prepares and provides PIs with organized financial summaries and reports utilizing a spreadsheet template that is easily understood by the lay reader, and reconciles with the Institutional Financial System
• Meets with investigators to review and explain financial data at least monthly but not less than quarterly; provides ad hoc financial status updates whenever requested or required.
• Closes out research grant accounts with the Research Specialized Accounting Unit and clinical trial studies with the Clinical Trial Financial Management team
• Communicates appropriate financial information to all stakeholders (department chairs, division chiefs, senior leadership, PI’s staff, practice plan/hospital division administrators)
• Coach stakeholders on the concept of effective financial management of grants and contracts
• Disseminates information on financial changes in NIH and other sponsor forms, guidelines, requirements, rules, etc.,
• Proactive Financial Advice and Planning
• Demonstrates understanding of the overall assigned portfolio by preparing payroll costing allocations and projections based on a PI’s total grant funding, their collaborations across CHOP, and the overall funding situation of an assigned portfolio
• Prepares budgets for grant applications, supplemental funding, budget modifications and adjustments
• Proactively identifies problems and works to resolve them in an efficient manner and reasonable timeframe
• Excellent Customer Service
• Ability to work as a part of a team and develop professional, collaborative relationships with all stakeholders
• Provides team support for transactional tasks such as payroll costing allocations, and submitting purchase order requisitions etc.
• Responds to customers within 24–48 hours and works to understand/meet their needs
• Refers customers to appropriate knowledge experts when required
• Triage or turn around requests with accurate information within an identified timeframe
• Liaises with CHOP SMEs on the financial aspects of portfolio management and/or personnel issues.
• Generate creative approaches to addressing problem and opportunities.
• Adhere to Policies & Procedures, Costing Principles, and Uniform Guidance
• Assists faculty with the interpretation of funder / sponsor policies, procedures, rules, and regulations, generally accepted accounting principles (GAAP) and fiscal components of the OMB Uniform Guidance.
• Oversees the management/tracking of Time and Effort reporting.

Education Qualifications

• Bachelor's Degree Required
• Bachelor's Degree accounting, finance, business administration, or related field Preferred

Experience Qualifications

• At least one (1) year related experience in research administration and portfolio management Required
• related experience in research administration and portfolio management Preferred

Skills and Abilities

• Basic proficiency with spreadsheet software (Excel)
• Basic knowledge with enterprise resource planning, financial and human capital management software (Workday)
• Intermediate proficiency with web based tools
• Basic knowledge of budgetary principles, practices and procedures
• Basic knowledge of Uniform Guidance
• Strong leadership potential
• Strong organizational skills
• Strong time management skills
• Strong analytical and problem-solving skills
• Strong verbal and written communications skills
• Ability to collaborate with stakeholders at all levels

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must be fully vaccinated against COVID-19 and receive an annual influenza vaccine. Learn more.

Employees may request exemptions for valid religious and medical reasons. Start dates may be delayed until candidates are immunized or exemption requests are reviewed.

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