Finance Specialist

Job Description

POSITION OBJECTIVE

Working under limited supervision, the Specialist will provide administrative expertise in finance, budget, grant administration, and purchasing with decision making responsibilities for all research and training centers at the Jack, Joseph and Morton Mandel School of Applied Social Sciences (including First Year Cleveland) and principal investigators unaffiliated with a research center. These duties include maintaining grant-funded budgets and expense accounts, review, approval and processing of all non-salary journals and salary adjustments, managing all invoicing (departmental and central), and serving as a technical resource and advisor, exercising discretion and independent judgment, and leading financial discussion meetings as needed. This position functions independently to analyze problems and devise and implement solutions, in accordance with appropriate policies and procedures.

ESSENTIAL FUNCTIONS

• Maintain and monitor grant-funded budgets and expense accounts, totaling $65 million and over 250 speedtypes. Monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures. Ensure compliance with federal regulations. Maintain externally funded project records and coordinate communication with other collaborating centers within and outside the university. Manage department level invoicing for grant-funded projects, review invoicing completed by central research administration staff, and work with central to resolve issues. Conduct monthly financial reconciliation of grant-funded projects, noting exceptions to budget or expected revenue and take corrective action as necessary. Assist with effort certification and year-end close. (50%)
• Provide guidance to faculty and staff on available funds to inform future purchasing and/or hiring decisions and monitor compliance to project budget and contract terms. Approve routine purchases by considering reasonableness, allowability and allocability. Identify and implement solutions to potential overspend/underspend situations. Submit purchase requisitions and payment requests as needed; and assist with processing faculty and staff expense reports. Stay current on regulatory and legal issues relating to post award sponsored projects management. (25%)
• Prepare and maintain project budgets by analyzing program plans on both a short- and long-range basis by considering past requirements and expenditures and present program plan. Perform needs assessments, make projections based on multiple items and variables, analyze budget variances and recommend courses of action to properly utilize external funding resources. Prepare analytical reports and analyses for internal and external audiences, including dean level staff and First Year Cleveland board members. (10%)
• Train new center department administrators in university and school procedures related to finance, budget, grant administration, and purchasing. Meet as necessary and track each trainee¿s fidelity to said procedures. Cover center department administrator vacancies as necessary by meeting directly with faculty and research staff to manage projects at the center level. (10%)

NONESSENTIAL FUNCTIONS

• Support the Office of Research Administration and Finance leadership team in implementing long- and short-term department strategy planning goals. Participate in the development and monitoring of policies and procedures for department operations. Report on milestones achieved. (5%)
• Perform other duties as assigned. (<1%)

CONTACTS

Department: Daily contact with faculty and staff. Daily contact with Assistant Director of Research Administration (Mandel School) to discuss projects, coordinate activities, process and resolve questions regarding projects. Frequent contact with Mandel School Directors of Research Administration, Finance and Human Resources to provide and request information.

University: Regular contact with staff in various central administration offices such as Research Administration, Purchasing, Controller¿s Office to provide and request information.

External: Occasional contact with travel and accommodation vendors to exchange information. Occasional contact with outside funding agencies and partners to provide and request information.

Students: Occasional contact with students to exchange information needed by the department.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees.

QUALIFICATIONS

Education/Experience: Bachelor's degree in related field and 2 years finance experience required or High school education and 6 years of administrative work experience required. Experience in a university or non-profit setting preferred.

REQUIRED SKILLS

• Demonstrated knowledge of sponsored program administration, policies, federal and sponsor regulations.

• Knowledge of financial spreadsheets, GAAP (general accepted accounting principles), and internal controls over accounting, financing reporting, and research activities.

• Foundational analytical skills to analyze accounting data, formulate and present conclusions.

• Foundation analytical skills to analyze a variety of complex regulations, apply sound judgment, and draw logical conclusions.

• Strong organizational and interpersonal skills required, both oral and written. Ability to interact and communicate professionally with others and to establish meaningful relationships with constituents.

• Ability to prioritize and meet deadlines. Demonstrate attention to detail and accuracy, time management skills and follow-through.

• Proactive approach to potential problems, excellent problem-solving skills.

• Must demonstrate flexibility and ability to work under pressure; able and willing to work in a fast-paced, changing environment and conform to shifting priorities, demands and timelines.

• Excellent computer skills: ability to use financial spreadsheets (specifically Microsoft Office-Excel), accounting software, PeopleSoft and financial system applications.

• Ability to meet consistent attendance.

• Ability to interact with colleagues, supervisors and customers face to face.

• Highly motivated with a strong service orientation. Ability to work as part of a team of professionals.

WORKING CONDITIONS

General office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

Hybrid Eligibility

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.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Reasonable Accommodations

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

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