Department Overview:
The Office of Proposal & Award Management (OPAM), a unit within Research Development & Administration (RDA), supports OHSU's missions of healing, teaching and discovery by partnering with the research community to electively navigate the pre-award and post-award administration on of sponsored projects. We support the OHSU research community with grant and contract proposal submission, contract negotiation, interpretation on and implementation on of sponsor terms and conditions and fiscal management of all sponsored projects. https://www.ohsu.edu/proposal-and-award-management
Function/Duties of Position:
Monthly Award Management
- Review all account set ups for accuracy and understanding of terms & conditions timely.
- Approve final cost invoices, prepare and submit event invoices; and financial reports ensuring that all components of the contract terms are met as well as compliance with University policy, federal and state laws.
- Prepare & Process PAB entries and Balance Transfers.
- Monitor accounts receivables and resolve payment of project invoice discrepancies.
- Monitor over drafts and resolve with departments.
- Research and correct posting errors.
- Insure accurate recovery of F&A.
- Complete variety of ad hoc reports for departments and/or sponsor’s use.
- Review and approve OHSU forms.
- Prepare re-budget requests and process budget adjustments.
- Prepare and review cost transfers.
- Maintain electronic files.
- High level expenditure review.
- Use Matrix Comments to track activities.
- Review final Subaward invoices and assist with resolution of issues.
- Close out accounts at project end.
Compliance
- Work with limited supervision and sponsor guidance.
- Research, analyze, interpret and apply federal, nonfederal, institutional and award specific policies, procedures and guidelines.
- Assess risk to OHSU and escalate issues appropriately.
- Resolve departmental issues with limited management intervention.
- Collaborate with various departments to resolve award related issues.
- Determine allowability and reasonableness of transactions submitted by departments.
- Ensure that actions taken can meet the standards of audit.
- Prepare, review and complete follow up on a wide variety of activities related to grant and contract accounts.
- Review and contribute to internal procedures for efficiency and control.
Quality Management
- Participate in the development of and maintenance of quality for award management.
- Develop and maintain consistency with coworkers on award management such as unallowable review and department justification.
- Ensure data submitted for entry to OGA is complete and accurate.
- Participate in account and file reviews.
- Develop, review and contribute to internal procedures for quality and efficiency.
Productivity and Goals
- Responsible for predetermined goals of productivity.
- Review setups within 2 business days.
- Prepare and/or submit financial reports and invoices by deadlines.
- AR Aging >120 days and >$1 should be <15%.
- Carryforwards and Over drafts >$500 on accounts >120 days past end date should be <15%.
- Inactive projects >120 days past end date are <15% of active account load.
- Inactive projects >12 months past end date <5% of all inactive account load.
Customer Service/Education and Outreach
- Provide superior customer service to internal and external contacts.
- Provide one-on-one training for departments upon request.
- Assist in developing formal training, materials.
- Communicate with Sponsors on behalf of OHSU.
- Provide post-award expertise to all levels of OHSU.
- Provide educational assistance to department contacts.
- Communicate via phone, email, teams.
- Meet with departments regularly.
General Responsibilities
- Process improvement - assist in the identification, evaluation and development of more efficient and cost-effective processes.
- Professional development - stay current with OHSU, RDA, and OPAM policies and procedures. Stay current with regulations and sponsor policies.
- As budget allows, attend and participate in national meetings, training sessions, and conferences.
- Other duties as assigned.
Required Qualifications:
Bachelor’s degree with 18 hours accounting courses from an accredited college or university.
- Five years financial analysis experience that includes two years of grant related experience.
- Grant related experience can be waived by demonstrated ability to perform the duties of the position.
- Requires working knowledge of sponsored projects/fund accounting and automated accounting systems.
Demonstrated strong oral and written communication skills and the ability to work collaboratively in a team environment.
Ability to exercise diplomacy, establish effective working relationships, and maintain a high degree of professionalism in dealing with OHSU faculty, staff and external funding agencies.
Ability to use independent professional judgement. Strong work ethic with positive attitude
- Ideal candidates will be comfortable working in a changing environment, possess excellent organizational skills and be able to prioritize multiple responsibilities and deadlines with minimum supervision.
Preferred Qualifications:
Experience in a university or college setting with post award administrative responsibilities preferred.
- Advanced experience using computerized applications preferred.
The ability to interpret and apply the requirements included in 2 CFR 200 Uniform
Guidance, NIH Grants Policy Statement and other sponsor related regulations and guidelines. Minimum of five years of experience in a professional setting.
Additional Details:
Benefits
- Healthcare for full-time employees covered 100% and 88% for dependents.
- $50K of term life insurance provided at no cost to the employee.
- Two separate above market pension plans to choose from.
- Vacation - up to 200 hours per year dependent on length of service.
- Sick Leave - up to 96 hours per year.
- 9 paid holidays per year.
- Substantial Tri-Met and C-Tran discounts.
- Employee Assistance Program.
- Childcare service discounts.
- Tuition reimbursement.
- Employee discounts to local and national businesses.
Why apply to OHSU?:
We are Oregon's only public academic health center.
In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.
All are welcome.
OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply.
To request reasonable accommodation, contact askhr@ohsu.edu
