"Financial Analyst Research Core Facilities"

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher) in business administration or a related field. Three (3) years of full-time project/program management experience which may include accounting/financial, budget experience and grants administration experience. Accounting procedures, purchasing and/or personnel experience. Experience with planning and implementing administrative controls. Proficiency with Microsoft Office and/or Google Apps.

Preferred Qualifications:
Master's degree (foreign equivalent or higher) in Management, Business Administration, Advanced Accounting or Healthcare Administration. One (1) year of full-time related experience with grants management working with sponsored projects. Knowledge of the research processes. Experience in an administrative capacity in a healthcare setting. Knowledge of accounting procedures. Experience with procurement processes and purchasing. Personnel experience. Proficiency with Tableau. Knowledge of SUNY policy and procedures.

Brief Description of Duties:
The RSOM Dean's Office and the Office of Scientific Affairs (OSA) function to facilitate the biomedical research enterprise of Stony Brook Medicine. The OSA supports a vibrant base of scientists engaged in all aspects of biomedical discovery - basic, translational, and clinical research, as well as biotechnology and drug development. At the foundation of these efforts is a strong infrastructure populated with state-of-the-art core facilities dedicated to providing rapid turnaround, high-quality data and valid, reproducible results. The Research Core Facilities are coordinated under OSA and consist of 20 specialty research areas. The goal of these facilities is to provide commonly used technologies to the campus to facilitate. The successful incumbent must have excellent communications skills and organizational skills and the ability to prioritize.

Duties:
Research Core Facilities:

• Manage the finances for 13 Core's with a total budget of $5.4M ($3M Personnel and $2.4M OTPS). Will interact and work closely with 7 (FTE) Core Directors and 18 Research Core Facilities.
• Annually:
  • Work with the Core Directors to help prepare/develop rates for review by the Accounting Office.
  • Insure rates remain in compliance with the Accounting office requirements and review cycles.
  • Processes any rate modifications if needed throughout the year.
  • Process iLab subscription journal transfers.
• Quarterly:
  • Prepare balance sheets & PNL summaries for management and core directors.
  • Make initial trend analysis on opportunities and threats to the Core's financial stability.
  • Processes salary journal transfers for personnel in rate files.
• Monthly:
  • Aid/Assist Core Directors in managing delinquent accounts.
  • identify faculty users at risk or delinquent in multiple Cores.
  • Coordinate collection efforts with State and RF on high liability accounts.
  • Make recommendations to the Vice Dean and the Associate Dean on restricting access due to uncollected invoices.
  • Assist Core Directors in reconciling PO's to 3rd party suppliers to ensure all journal transfers between State and RF are executed on time.

iLAB System:

• Assist on implementing and training the remainder of the Core's on the new iLab system.
• Serves as the iLab contact person for the University and attends the annual iLab user conference.
• Receives iLab/oracle error messages and assists the Core Directors and the RF with processing the invoices that have errored (due to insufficient funds, closed awards, expenditure dates, etc.) for payment. (This entails contacting PI for new charging instructions and determining whether to have the RF process manually or send through iLab.
• Serves on the iLab project team (attends weekly meetings).
• Verify that iLab correctly input the approved rates from the Accounting office into the iLab system and the proper accounts are being used when crediting the Core's for payment.
• Serves as a liaison between other SB Cores (outside of OSA) and iLab (whether it be for training, questions, processing their portion of the iLab subscription, etc.).

Procurement & Equipment Service Contract:

• Oversee and manage all purchasing/procurement functions for the Office of Scientific Affairs and authorize expenditures on various funds (State, RF, & SBF).
• Orders equipment for all aspects of OSA and any additional items requested by the Vice Dean of Research and the Associate Dean of Scientific Operations and Research Facilities.
• Oversee the billing and receipt of payment for contracts such as: equipment service contract (Remi) and financial system (iLab).
• Maintains Remi Service Contract for equipment for our Research Core Facilities.
• Renew/Review(s) service contract. Add/Remove(s) covered and non-covered equipment. Prepares requisition for payment of the invoice.
• Serves as a liaison between the Core and Remi for service calls.

Administration of State, SBF, and RF accounts for OSA:

• Overseeing operating expenses. Monitor budget. Reconcile accounts.

Work with the RSOM Director of Budget and Finance on the following:

• Assist other SOM departments and HSC Schools with Research Foundation (RF) Service and Facilities (S&F) and State Income Fund Reimbursable (IFR) rate development and approval for their cores, student fees, conferences, and specials events.
• Serve as a liaison between the Director of Budget and Finance, Department Administrators, University Accounting, Grants Management and Procurement to ensure proper review, approval and procedures are followed in accordance with State, Research Foundation and Stony Brook Foundation regulations.
• Review IFR Salary Offset change forms to ensure correct salary, effort, account and cost share are charged and in line with SOM/HSC guidelines and policies.
• Prepare SOM faculty salary file for Grants Management for the automatic Salary Offset process including updates for new faculty, contractual union increases and promotions.
• Assist the Director of Budget and Finance and staff with review and integration of RF date for the SOM Dashboard (SOMDash) including Direct and Indirect Sponsored Research expenditures, Salary Offset and effort. Assist in requests for Research expenditure, Awards, Projects, and productivity data from Senior Leadership.
• Assist in preparing and submitting survey data for external organizations such as American Association of Medical Colleges (AAMC), US News and World Report and other organizations.

Other duties as assigned.