Director, Post-Award & Grant Accounting

  • Western University of Health Sciences
  • Pomona, CA, USA
  • Nov 08, 2023
Full time Deans & Directors

Job Description


Director, Post-Award & Grant Accounting

Posting Number: A00649
Position Status:
Campus: Western University Campus-Pomona, CA
Department: 1307-Sponsored Research & Contract Management

Function: Sponsored Programs
Family: Administration
Classification Series Title: Director

Classification Pay Scale
In compliance with SB 1162, Western University of Health Sciences is providing a pay scale for this position. The pay scale reflects the minimum and maximum target for new hire salaries for this position. Within this range, the individual pay is determined by a variety of factors, including but not limited to job-related skills, experience, relevant education or training, and work location. Please note that the compensation details listed reflects the base salary only.

Full Salary Range
Minimum: $140,000.00
Maximum $140,000.00

Expected Pay Scale
Minimum: $140,000.00
Maximum: $140,000.00

Job Summary
The Director, Post-Award and Grant Accounting reports to the Assistant Vice President for Sponsored Research and Contract Management and functions as a primary part of the Sponsored Research team by directing and overseeing the daily operations of post-award, accounting and close out aspects of grant and contract administration.Duties are designed to ensure that the institution conforms to policy and agency regulation. Therefore, the DIRECTOR oversees all aspects of Post Award Accouting including Compliance, Uniform Guidance, accounting, reporting, invoicing for Federal, State, International, Foundation and Corporate Awards. Ressponsible for interacting with faculty and staff to ensure timeliness of invoices and financial reports, accuracy and complete information in corresponding with sponsoring agencies and overseeing staff who are responsible for maintaining appropriate documentation to meet audit requirements. Serving as a Power User of the Banner Grants Module is a major responsibility of this position as it is the basis for management decisions and reporting as well as record keeping. Responsible for UG compliance and audits both external and internal. Developes policies and procedure for Sponsored Research. Assists AVP with departmental budgeting and budgets for proposals. Responsible for institutional wide training on Sponsored Research processes. Serve on institutional committees. Supervise Post Award Accounting staff. Oversee financial management on Clinical Trials.

Knowledge, Skills and Abilities
Individuals must possess the knowledge, as well as the following skills and abilities or be able to perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities. 1. Must have good mathematical skills in to manage the grant funds for the department and assist in development of financial reports. 2. Must have excellent computer skills in order to format and set up documents in word, excel and be able work with other software programs such as Banner. 3. Must have strong verbal and written communication skills in order to communicate with administration, faculty and staff. 4. Must have the ability to make independent decisions based on experience and review of material.

Required Qualifications
Education: Bachelor degree and any combination of education, training or experience in the area of grant and contract and/or accounting services.Experience: Experience in a higher education environment. Accounting and budgeting experience

Preferred Qualifications
Bachelor degree preferred.

Posting Date: 10/30/2023
Closing Date:
Open Until Filled:

Special Instructions to Applicants

Essential Job Duties

Essential Job Duties

Job Duty

A. Set Up of the Award: Once a notice of award is received, the role of the DIRECTOR is to oversee the establishment of new funds for use by the Investigator utilizing the Grants Module in Banner, and ensures the Financial Services and Treasury has been informed.
B. Database: Serving as a Power User of Banner’s Grants Module, the DIRECTOR’s role is essential in overseeing that all information is accurately entered by Grant Specialist. Director will direct the establishment of Grant and Contract Funds and the establishment of the budget in conjunction with the Financial Services and Treasury.
C. Post Award Management: Monitors staff activities to ensure that the grant files contain all required documentation. Review and approves expenditures on awards including purchase and personnel requisitions, check requests, personnel action forms, travel requests, etc. Review includes judgement regarding the programmatic appropriateness of the expenditure and the account number according to the award provisions, approved timelines, and verifies appropriate signatures and corresponding identification numbers. DIRECTOR is also responsible to ensure that the all post-award documents are transmitted to the Financial Services and Treasury, Human Resources, or other departments by office staff. Additional responsibilities include taking necessary administrative actions required for award adjustments such as modifications, supplements, extensions, terminations, etc, and reviewing and approving necessary documentation for these actions and ensuring Banner system is updated.

Percentage Of Time

Job Duty

D. Close Out: Will manage the processing of all final invoices for contracts and grants; contact PI to ensure timely submission of progress reports; work with Directors of Operations and/or PI to ensure all last minute accounting concerns including payments of invoices, corrections to personnel expenses,etc. are completed. Including Clinical Trials
E. Communication: Is available to provide accurate and reliable information to PI’s, support staff, other University employees, agency officials as well as the public. This may occur on the telephone, in person or by preparation of correspondence and requires well developed interpersonal and communication skills to ask and answer questions and resolve problems. Independent judgement required to determine the best course of action to resolve grant and contract related issues.

Percentage Of Time

Job Duty

A. Reviews and approves expenditures on grants and contracts to ensure appropriateness of expenses in accordance with project budget and sponsor guidelines.
B. Prepares and analyzes billing statements for submission to external agencies as dictated by grant and/or contract requirements and submits to sponsors accordingly. Prepares Journal entries as needed.
C. Receives and reconciles remittances and transmits to the University’s Bursar’s Office for depositing.
D. Creates and develops interim and final financial reports as required.

Percentage Of Time

Job Duty

E. Works with Principal Investigators and/or Directors of Operations to address grant and contract related issues regarding particular expenses made to or charged against projects.
F. Oversees and trains department staff and Directors of Operations in the preparation of Personnel Action Forms to ensure accurate accounting of personnel charges to the grants and contracts.
G. Oversees the Preparation of quarterly Time and Effort reports to ensure accuracy and timeliness; addresses any concerns and issues as they arise.
H. Establishes and manages procedures for distribution of Faculty Incentive Plan in coordination with the Financial Services and Treasury and monitors fiscal activities.

Percentage Of Time

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

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