Portfolio Analyst

Under the general direction of the Research Administration Manager, the PI Portfolio Analyst uses skills as a seasoned, experienced research administrator to independently oversee research awards, and / or transactions related to contract and grant management and maintains contract and grant records in compliance with institutional research sponsor policies. Works on awards of diverse scope where analysis of data requires thorough understanding of complex regulations. Completes and approves transactions for signature by manager or other authorized institutional official. Works on complex awards that may involve multiple investigators and / or multiple sub awards. Guides less experienced staff. Typically works on complex grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards.

The PI Portfolio Analyst provides customer-oriented, value-added post-award management services to Anesthesia research PIs with high-value and complex contracts and grants. This role partners closely with university stakeholders (e.g., CGA, OSR, Supply Chain) and is responsible for oversight of award setup, invoicing, financial reporting, compliance, closeout, and all other aspects of fiscal management for Federal, State, and private sponsor awards supporting the department’s research enterprise.

%

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

20

Y

PostAward Management - Invoicing & Reporting: Applies professional knowledge/experience to prepare, review, and/or approve financial transactions. Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs.

• Preparation and submission of fixed price or clinical trial invoices in compliance with sponsor requirements after ensuring milestones or deliverables have been met by PI

• Analysis of financial status of award and preparation and submission of annual and final financial reports to private sponsors, including analysis and reconciliation of expenses, indirect costs, and cost share; ensuring compliance with sponsor requirements, timeliness, and accuracy.

• Preparation of and analysis of monthly internal PI Portfolio reports and reconciliations

• Analysis of and preparation of journals to accrue allowable transactions for final invoices or reports

• Review of F&A and unallowable expenditures

• Review, prepare, and submit Final Reporting Certifications (FRC) to CGA for annual and final financial reporting and/or invoicing.

   

20

Y

Post Award Management - Managing: Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements. Coordinates and implements budget allocations, conceives of and maintains chart of accounts or other data management tools, and related business processes. Prepares journal entries, maintains and reconciles ledger accounts. Participates in gathering data from the general ledger for the collection of information for UBIT, preparing summary schedules, and either answering questions from departments or coordinating getting answers.

• Monitoring of awards’ financial transactions for compliance with budgets, university/campus policy, sponsor regulations/requirements, and generally accepted accounting principles; ensuring no high-risk, material violations are undetected and uncorrected before filing financial reports with sponsor.

• Monitoring of accounts receivable of award, ensuring coordination with Accounting Analysis and Collections teams in CGA for aged accounts and other cash management issues.

• Analysis of financial status of award to perform closeout at end of budget period in partnership with CGA.

• Preparation of and analysis of various reports and reconciliations.

• Preparation of an analysis of UCPath transactions, PeopleSoft journals, and other financial transactions to ensure proper award finances

   

20

Y

Post Award Management - Service: Develops professional relationships with sponsor representatives and provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators 

• Development of professional relationships with CGA and OSR (RMS/GBC/ITA); ensuring appropriate coordination of award lifecycle events

• Development of professional relationships with department PIs:

• Ensuring coordination with and notification to CGA, OSR, or department research administration analyst of key activities as required by office procedures

• Providing advice and counsel regarding sponsored projects administration, including compliance regulations; and

• Serving as concierge to answer questions, research, analyze, and resolve problems related to awards

• Respond professionally and timely to inquiries from funding agencies regarding outstanding reports, invoices and policy issues

• Meet with PIs regularly to discuss their portfolios

• Effectively communicate with varying levels of staff/management and with various groups in a thorough and timely manner; effective communication includes coherently expressing award accounting concepts; establishing and adhering to deadlines; providing comprehensive explanation and status of issues

• Assist in providing supporting documents for audits as directed by senior staff

   

10

Y

Post Award Management - Organization:

• Responsible for review of and appropriate interpretation of award documents, including related to sponsor policy statements, to ensure appropriate professional judgements are made throughout the post award management process

• Responsible for monitoring assigned workload, including balancing various competing award lifecycle tasks, significant volume of transactions, and adherence to strict deadlines, escalating issues to supervisor in a timely fashion for assistance with resolution

• Actively involved in supporting team in meeting schedules or deadlines, resolving problems and inquiries related to contracts and grants, in a timely manner, and serving as backup for other team members as needed

• Responsible for quality control review of own work, especially as required before key tasks identified in office procedures

• Responsible for meeting service level agreements of office

• Accountable for adherence to office procedures, including adopting changes in procedures in a timely manner after training

• Accountable for apprising Research Administration Manager (supervisor), Director of Research Administration, or Director of Finance, as appropriate, of sponsor/partner inquiries/problems/issues, in a timely manner

• Responsible for maintaining solid to strong knowledge of key UCSF Research Administration and Financial Systems, including PeopleSoft/RAS, General Ledger, MyReports, BearBuy, UCPath, PLUS Faculty Portfolio, etc.

• Develops monitoring tools to ensure awards’ compliance with new federal, state, university, campus, sponsor-specific award terms and conditions, or other regulatory requirements

   

10

Y

PostAward Management – Setup - Applies contracts and grants concepts to review complex grant or contract proposals and obtain / verify necessary compliance approvals, and recommend / negotiate needed changes to proposals with PIs and / or department administrators. Researches, develops and implements new research initiatives.

• Review awarddocuments and setupby CGA to determine if any changesto RAS profile are necessary and submit change requests as needed

  • Identify and note reporting, invoicing and othermilestone requirements; research compliance certifications; salary caps; andsponsor terms and conditions

  • Review budget appropriations

  • Identify and note projectattributes, including determination of propriety of additional projects, F&A, etc.

Determine propriety of cost sharingcommitments and establishment of related budgets

10

Y

Responsible for identifying ineffective processes or system related problems and recommending solutions that optimize resources, including dept or campus reporting systems/applications, service levels and compliance rates

10

Y

Other

• Attend training workshops toward present and future career development and participate in staff meetings and staff engagement action plans

• Participate in post-award management training programs for campus personnel as assigned

• Assist with/lead the updating and maintenance of campus and office policies, standard operating procedures (SOPs), job aids, training, forms, and similar documentations as assigned.

• Review professional publications, presentation materials, and federal and other announcements to maintain current knowledge of federal and other regulations and procedures

• Periodically train department personnel junior staff

• Contribute to the implementation of special projects or committees when assigned. May serve in a "lead" capacity on project assignments

• Other duties as assigned by Supervisor or Director

   

100%

(To update total %, enter the amount of time in whole numbers (without the % symbol - e.g., 15, 20) then highlight the total sum (e.g., 1%) at the bottom of the column and press F9. The total sum should add up to 100%.)

Required Qualifications:

• Bachelor's degree in related area and / or equivalent experience / training
• Minimum 3 years of related experience.
• Thorough understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment.
• Ability to manage significant volume of transactions.
• Ability to perform complex financial analysis and customized reporting.
• Demonstrated competence in the use of spreadsheet and database software in financial analysis, fiscal management and financial reports.
• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas.
• Maintains current knowledge of compliance regulations in all areas of research administration.
• Demonstrated knowledge of generally accepted accounting, fiscal and reporting principles.
• Demonstrated knowledge of effective grant funding processes, procedures and techniques.
• Strong writing skills in a variety of styles to draft persuasive text for a variety of audiences while ensuring adherence to funding sponsor's guidelines.

Preferred Qualifications:

• Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.