Finance and Accounting Analyst 2

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.

Function/Duties of Position

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.