Sponsored Programs Administrator, Department of Administration (College of Medicine-Phoenix)

Position Highlights

The College of Medicine-Phoenix seeks an innovative, results-oriented individual to join our growing team as a Sponsored Program Administrator (SPA). This position will support certain functions of a portfolio comprising research grant accounts. This role will help team members with budget development and management, maintaining monthly reporting, and working with department managers and staff to provide financial reporting support.

The SPA must be skilled in reviewing, interpreting, and applying policy and procedures, handling multiple projects simultaneously, and working with short and competing deadlines. Must possess strong analytical skills and attention to detail, and be committed to excellent customer service and support for all departmental stakeholders. The SPA is expected to perform assigned duties with minimal guidance and assistance, and to work closely with the College's shared services teams. The SPA will ensure compliance with university, state, and federal policies and procedures and will be responsible for maintaining fiscal and human resources/employee integrity for assigned departments.

• Visa sponsorship is not available for this position.

Duties & Responsibilities

Grant and Contracting Management:

• Supports post-award day-to-day budget, financial, operating and reporting activity.
• Track grant revenue and expenses to meet project deadlines and terms.
• Help prepare required, operational, and special budgets.
• Provide support for the Finance team and serve as a guide for grant/contract budgets.
• Review monthly reporting with appropriate personnel to ensure data integrity and shifting priorities are accounted for.
• Ensure compliance of Sponsor terms & conditions and University, Federal, and State regulations.
• Work closely with Sponsor, University, Primary Investigators (PIs), and/or accountants to ensure relevant and appropriate activities are performed timely and accurately.
• Assist with answering questions regarding expenses and reporting.

Budget Management:

• Contribute to budget responsibilities by assisting fiscal officers with the oversight of research-related budgets (grants, contracts, local funds, etc.) and preparing monthly and quarterly financial reports.
• Provide support with the initial preparation departmental budgets for research funding sources (grant, contract, local, etc.) based on trend analysis, forecasting, and guiding principles.
• Consult with Director on departmental shifts and trends associated with clinical/research budget management to include operations, reconciliations, irregular and unusual transactions, and problem resolutions on a timely basis.
• Analyze research expenditures and reports for data integrity and work with accounting team to allocate expenses appropriately.

Department Support:

• Support the day to day operational and administrative activities in support of research programs.
• Create and oversee complex record-keeping systems and databases. Analyze complex information related to program administration and provide the information in reports and documents to PIs.
• Work cross-functionally with departments, their leaders, and administrators in the college and in the University to move research related objectives forward.
• Interacts and maintains liaison with PIs, staff, and outside/community agencies in facilitating research program objectives.
• In collaboration with the Department Administrative Lead, manage administrative issues and financial transactions for research projects, including management of P-Card use and documentation, disbursement vouchers, subject payment initiation, etc.
• Work with University Finance Department to ensure compliance in financial policies and procedures, and to ensure the financial transactions made were compliant with UA policies and procedures.

Financial Management:

• Support fiscal officers in overseeing the financial management of departmental research accounts.
• Advise department staff on financial matters when appropriate.
• Assist with analyzing research expenditures and reports for data integrity and work with accounting team to allocate expenses appropriately.

Knowledge, Skills and Abilities:

• Knowledge of accounting principles, practices, principles and procedures. to include uniform guidance.
• Skill in preparing detailed reports on a timely basis.
• Ability to maintain sensitivity with confidential information.
• Possess excellent written and verbal communication skills.
• Ability to multi-task in a fast-paced environment, and in a professional manner.
• Proficient in Microsoft Suite (Word, Excel, and Outlook).

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Bachelor's degree in Business Administration or related field of study.
• One year of relevant grant or financial experience.
• One year of higher education or government accounting and budgeting experience for research, including various fund types (recurring operating funds, gifts, grants, and indirect cost revenue, auxiliary funds, etc).
• Demonstrated experience managing grants, contracts, and other research agreements.