Research Accounting Coordinator

  • Salk Institute for Biological Studies
  • San Diego, CA 92121, USA
  • Oct 05, 2021
Full time Business/Financial Affairs/Financial Aid

Job Description


Application Instructions:

Employment History Include your last ten (10) years of employment history, or length of your employment history if less, including all positions (even those that are not relevant to this position) and periods of unemployment. Incomplete information could disqualify you from further consideration.

Job location is in Salk North (Torrey Pines)

Position provides moderately complex technical support to the Research Accounting Department. This includes, but is not limited to compiling financial reports on private individual gifts and grants for the Development Department, distribution of various monthly accounting reports to the RACT team. Codes all cash receipts for funds managed by the Research Accounting Department to include non-federal grants and gifts. Creates monthly billing invoices for sub-agreements, monitors incoming consortium agreements and preparing corresponding aging reports. Sets up electronic grant files, grants and funds in the financial system per the individual award statements. Reviews lab purchases under $2,500 for compliance. Reviews graduate student invoicing schedule and journal. Prepares and processes various journal entries for the month-end close. Assists with month end close process by reviewing exception reports for unallowable account codes on grants. Verifies budgeted indirect costs to max approved amount in financial system. Will be assigned ad hoc projects such as preparing expenditures report and various journal entry tasks as requested by RACT staff.


Reporting 30%

  • Develops and creates monthly financial reports to Private Foundations as needed by the Development Department on individual private grants/gifts. Banner is used as the tool to pull expense data and Excel is formatted based on Foundation needs. Compiles data for financial reports on complex multi-fund, multi-lab program grants for the Development Department. Each report is different requiring experience formatting data in Excel and an understanding of the project requirements for which the report is being developed.
  • Prints and distributes report of NIH federal financial report's due for the month to RACT staff. Submits completed FFR's monthly via ERA commons website for all NIH grants.
  • Prepares monthly invoices for all incoming consortium agreements and various other invoices as needed by OTD or RACT department. Reviews each grant prior to completing the prepared invoice, including verification of indirect cost rate and actual budget versus expenditures calculations. Independent analysis is required to determine amount of invoice each month. Data is compiled by using Banner and entered into Filemaker Pro.
  • Prepares monthly aging report on the subcontracts. Identifies issues/concerns and communicates status with the Sr. Director of RACT and the RACT specialists. Updates worksheet based on monthly cash receipts received.
  • Runs and distributes standard monthly reports for the Research Accounting team. These include the distribution end date report, financial reports due, and government grants ending in 90 days.
  • Manages the distribution of monthly time and effort reports for faculty under NIH federal guidelines.

Research Accounting Functions 60%

  • Sets up funds/grants in financial system to include fund attributes (details as set forth in the award), indirect costs (which effects income and revenue recognition), budgets, and funding source (importance is linked to reporting and analysis). All fund attributes are set forth in the award statement for each grant. Independent interpretation of award document is required for set-up. Further clarification of initiator and funding category is set up based on the source and award documentation. Fund setup includes linking Banner fund number to Cayuse SP award number which is crucial in joining data in various Salk enterprise systems and applications. Proper fund setup is critical to the outside systems that house this information for reporting purposes.
  • Sets up electronic grant files for each award in Banner Document Management System. Creates fund checklists
    after the fund is set up.
  • Records appropriate fund to cash receipt report for the various payments received for all gifts, invoiced consortium agreements, and private grants. Compares budget to the financial system's report of funds received. Allocates funds to appropriate budget period based on award criteria.
  • Reviews lab purchases under $2,500 to ensure compliance and appropriateness within agency and Institutional policies. Utilizes knowledge of Uniform Guidance (2 CFR 200) to identify allowability. Stays abreast of changes for compliance. Identifies and escalates issues to appropriate person.
  • Prepares and processes a journal for quarterly graduate student expenses allocating to the applicable project. Reviews journal for expired funds and updates if needed.
  • Processes journal entries as requested by the Research Accounting staff such as funding entries for gift funds from endowment income and transfers of unallowable grant expenses. Understanding of debits and credits required to complete journals.
  • Performs indirect cost rate comparison reviewing actual indirect cost awarded budget vs. indirect cost max budget set up in Banner. Once inconsistencies are identified, Banner system is updated to reflect awarded level.
  • Reviews unallowable expense account codes monthly on Crystal. Unallowable items are then journaled to the appropriate fund after consultation with RACT staff. Is familiar with Uniform Guidance (2 CFR 200) when making determination on allowability on federal funds.
  • Prepares and processes journals for the Sr. Director to fund endowed funds and gifts in labs. Completes monthly scientific services journal to all funds with this specific budget category.
  • Prepares and processes journal quarterly to fund PI start-up funds.
  • Prepares and processes monthly journal for UCSD core recharges. Report comes from lab and is reviewed before journal is created for expired and unallowable funds.
  • Updates monthly core recharge changes for Research Accounting Department in Banner financial system.
  • Reviews Fedex journals from Finance Department for allowability and compliance.
  • General Operating Functions 2%
  • Distributes monthly reports (hard copy and electronically) to RACT and labs.
  • Manages and purchases department office supplies, phone coverage, and maintaining (hard copy) shared files.
  • Documents meeting minutes of the weekly RACT meetings and saves on the RACT drive for department reference.
  • Prepares monthly central supply memo and tables for the labs.
  • Prepares expense reimbursement for RACT staff in Travel and Expense Management System.

Special Projects 8%

  • Completes special projects as requested by Director and Assistant Director/Manager of Research Accounting Department within the scope of post award administration of sponsored research projects.
  • Examples include:
    Searching for Single Audit documentation which includes audited financial statements for our subcontract agreements.
  • Special financial reports for large multi-department projects that benefit a scientific core or department. Compiles data and creates spreadsheet to show expenses in detail on an annual basis.
  • Process fiscal year end journal entries for the Sr. Director of RACT.
  • Single audit preparation to include pulling documents, invoices, and other items requested by the auditors.



  • Bachelor's degree or equivalent combination of education and related experience.


  • Bachelor's degree in Finance, Accounting, or business related field.



  • No Professional experience required.
  • 2+ years of Microsoft Excel experience.


  • At least 1 year of experience in an accounting or business environment preferred.
  • 1-2 years experience in a sponsored research environment.
  • Experience with accounting and financial reporting systems.


  • Must be willing to work in an animal-related research environment.
  • Must be able to work overtime as needed and occasionally work a flexible schedule based on workload and deadlines. Peak times include month-end and year-end close (to include annual external audit).
  • Standard schedule is Monday - Friday, 8:00 a.m. - 5:00 p.m.
  • Must be willing to work at a location away from the main campus (but within walking distance) and travel to and from campus as needed (parking is available at both locations).
  • Successful completion of the Institute's background investigation. Must sign confidentiality agreement.


This position will be constantly seeing, adjusting focus, keying, grasping, reading, handling and working inside. 


Application Details

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 Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities


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