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Director of Grants Administration, Financial Affairs - Georgetown University Law Center
The Director of Grants Administration is responsible for all financial aspects of sponsored programs at the Law Center as well as providing fiscal operations assistance to the Law Center's Centers, Institutes and Clinics with a budget of over $9 million. This position will be integral to the pre and post award financial processes for sponsored agreements including (but not limited to) proposal budgeting, compliance, working with the University's Sponsored Programs and Sponsored Accounting Offices for proposal submission and award set up, providing assistance with the creation of vendor and consulting agreements, fiscal reporting, cost transfer preparation, account review and reconciliation and forecasting. This position will also provide assistance to the Financial Affairs department on an as needed basis with regards to analysis and reporting. The position is supervisory with oversight of at least two grants administrators from the Law Center's Centers and Institutes. Duties include, but are not limited to:
Responsible for both pre and post award grant fiscal operations at the Law Center including but not limited to:
Working with the Principal Investigator (Pl) and/or departmental administrators, review and approve proposals including ensuring that the proposal is compliant with the program announcement, confirming the accuracy of the budget relating to salary, fringe, indirect and other expense amounts, allowability of costs and cross-grant level of effort accuracy. Review for compliance issues relating to human subjects and conflict of interest.
Assist Pis with correct and timely routing of proposals both at the Law Center and through the University's Office of Sponsored Programs.
Work with Payroll, Pis, and/or grant managers to set up proper costing allocations within GMS (Georgetown Management System) in a timely fashion to ensure that salaries are correctly allocated and charged to the appropriate cost centers/grants.
Oversee the subaward management process to include subaward agreement issuance, payment management and closeout.
Manage the project kick-off training for all new grants in conjunction with assigned grants administrators and programs staff.
Provide analysis on grants and overhead recovery for all of the Law Center awards.
Working with Accounts Payable, Purchasing and Contracts, Risk Management and Sponsored Accounting, manage all fiscal aspects of grant contracts including communication with the vendor/subawardee, requisitions, contracts, purchase orders, and receipts.
Oversee the preparation of cost transfers and accounting journals to correctly charge the appropriate grants and review cost transfers prepared by departments for accuracy prior to uploading into GMS.
Ensure audit standards are met and respond to audit requests .
Monitor and reconcile all Law Center grants (where a departmental financial manager does not exist) accuracy and adherence to grant budgets. Ensure cost share activities are recorded properly. Discuss results with the Pl on a regular basis and alert the Pl and Director of Financial Planning and Reporting to any cost overruns or problems. Prepare cost transfers to correct any incorrect charges on grants.
Oversee the grant financial activity review at the end of the reporting period (both interim and final) and review and amend the Financial Status Report (FSR) Worksheet (prepared by the Office of Sponsored Accounting) to accurately reflect the final balance of the grant. Work with the Pl and/or departmental financial manager to address any surplus/deficit issues during the closeout of the grant and assist Pis and/or departmental financial managers with submission of requests to the Office of Research Services for award modifications.
Grants Administration Supervision:
Supervises Center and Institute grant administrators and provides guidance, training, and coordination of all financial and administrative processing of grants.
Responsible for performance appraisal of grants administrators.
Oversee the budget to actual monitoring of grants for all grants administrators.
Provide general fiscal operations support to Pis and sponsored program departmental administrators and assistants including:
Training on budget creation, grants compliance, policy updates and grants best practices.
Training on how to use GMS for monitoring of payroll and cost center accounts
Accounts receivable support including invoicing and check deposits (where needed)
Serves as a liaison between the PIs/departmental administrators and Law Center Accounts Payable, Payroll/HR, IST and Faculty Support when necessary to facilitate operations.
Bachelor's degree and 7 -10 years of progressive grant and contract experience.
A successful candidate must have experience in budgeting, accounting, grants administration of Federal and non-Federal sources.
Master's degree preferred.
Certified Research Administrator or willingness to study and prepare to obtain this credential.
Proficient in Microsoft Excel (including experience with pivot tables and analytical functions) and Word.
Strong analytical and communicative (written and oral) skills are essential.
The ability to work independently and with a strong attention to detail and the ability to proofread/crosscheck spreadsheets are a must.
As the Director, this position deals regularly with sensitive and confidential data, discretion and the ability to keep information confidential is essential.
Strong time management with regards to ability to meet proposal deadlines is essential to this position as this position is responsible for submitting Law Center non-federal proposals.
Sponsored Project Management
Review and reconcile expenses on the Center Status Reports to ensure that the expenses are a) allowable by the sponsor for the project, b) allocable to the project, c) reasonable and necessary, d) supported by required documents, and e) within the budgeted amounts;
Review salary distributions to ensure that they reasonably reflect employees' level of effort on project. Review associated fringe benefits for accuracy;
Review the commitments of key personnel, to ensure the costs reasonably reflect the level of effort committed to the sponsors as part of proposal and notify OSP/OSR of significant variances;
Review the calculation of indirect cost recovery to ensure accuracy;
Process all corrections and adjustments within 90 days of when the charge initially posts to the financial system (posted date for non-payroll and pay period end date for payroll transactions) and ensure corrections and adjustments are reviewed and approved according to the signature authority policy and supported by appropriate documents;
Complete the Financial Status Report (FSR) worksheets timely and accurately; and
Ensure that payments to subrecipients are reviewed and processed in a timely manner.
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Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation) , disability status, protected veteran status, or any other characteristic protected by law.
Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at https://benefits.georgetown.edu or view the online interactive benefits guide for more information.
Internal Number: JR08434
About Georgetown University
Established in 1789, Georgetown is the nation's oldest Catholic and Jesuit University. Georgetown is one of the world's leading academic and research institutions, offering a unique educational experience that prepares the next generation of global citizens to lead and make a difference in the world.