Olin College

Grant Accounting Manager

Primary Duties and Responsibilities

This position is responsible for all post-award accounting and financial matters related to the College’s grants and sponsored programs. Currently Olin has almost $1 million of research expenditures annually, but that is expected to increase. The position reports to the Associate Vice President for Financial Affairs and works collaboratively with the Director of Sponsored Programs and the Director of Accounting. Specific duties include, but are not limited to the following:

• Accounting-related Duties:
• Prepare all journal entries related to grant accounts, as well as related budget adjustments, cost transfers, detailed schedules, account reconciliations, and other financial reports.
• Prepare budgets, financial forecasts, and other detailed calculations as they relate to the College’s grant and contract funds.
• Act as primary liaison with external auditors for the annual A-133 audit. Provide requested schedules, pull requested documentation, provide timely correspondence and draft management responses to any audit findings
• Responsible for maintaining the grants Chart of Accounts, which includes requesting new account strings and ensuring the proper budget dollars are assigned to each string.
• Coordinates with the Budget Director to budget appropriately at the inception of each grant and each new fiscal year.
• Uses the College’s General Ledger system (Jenzabar CX) to access financial information as needed. Write reports as needed using Cognos 8 to extract data from system in order to report to PI’s and Management.
• Work with Principal Investigators to provide them financial data on their grants, and/or train them to access and interpret financial data from Jenzabar or Cognos.
• Monitor and keep current with GAAP/FASB/GASB developments in the contract and grant accounting area.
• Monitor and keep current with government regulations regarding contract and grant accounting, specifically OMB circulars A-21, A-110, A-133 and the A-133 supplement. Provide interpretation and application to College faculty and staff as needed.
• Compile, review and analyze aged grant and contract receivables report monthly.
• Other Post-Award Administration Duties:
• Review and interpret legal agreements/contracts binding the College to ensure our compliance thereto, as related to financial reporting. Compile and summarize all reporting and other financial matters documented in these contracts to ensure timely compliance.
• Responsible for timely and accurate internal and external financial reporting for all grants and sponsored programs on a periodic basis. Responsible for creating and maintaining a listing of all reporting requirements and their associated deadlines.
• Determine the amount of funds that should be requested to reimburse the College for program expenditures, and draws those funds from the appropriate programs. Prepare invoices and billings as necessary to federal or private agencies and corporations or foundations for grants and contracts in accordance with contract terms. Review invoices and billings from sub-recipients for reasonableness and compliance to agreements.
• Calculate and monitor the indirect cost rate applied to various sponsored awards, ensuring consistency and adherence with internal policies and externally negotiated rates.
• Work closely with the Director of Sponsored Programs to prepare the Facilities and Administrative Rate filings and other matters as needed.
• Works closely with Payroll and the Director of Sponsored Programs to develop and maintain an effective effort reporting system, ensuring process is in compliance with applicable regulations.
• Reviews grant expenditures for adequate documentation and compliance with applicable regulations.
• Serve as the accounting and financial liaison to the Office of Sponsored Programs and provides complete, accurate, and timely customer service to them and to the College’s faculty and administration. Provide proactive as well as problem-solving services to the customer base in an independent manner with minimal supervision.
• Other Compliance-related Duties:
• Conduct final review of the Schedule of Federal Expenditures of Federal Awards (SEFA) as reported to the auditors. Ensure proper filing of the related Data Collection Form with the Office of Management and Budget (OMB) Federal clearinghouse.
• Complete and electronically submit the E-Z Audit to the United States Department of Education (USDOE).
• Recommend, implement and maintain policies and procedures and associated documentation ensuring compliance with internal controls, generally accepted accounting principles, governmental cost principles, and federal/state/local laws. Review and monitor disbursements and budget changes to ensure compliance to policies and laws.
• Other:
• Other related duties and functions as assigned.

Preferred Qualifications

A successful candidate must have a demonstrated ability to organize and prioritize tasks with a strong use of initiative and precise attention to financial detail. There must also be a demonstrated ability to meet deadlines and manage time effectively with the highest degree of accuracy, while working in an environment of fluctuating priorities and frequent interruptions. Candidate must possess excellent interpersonal skills with the ability to interact in a positive, professional and courteous manner with individuals at all levels.

Applicants should have a minimum of 5 or more years in a university or college based sponsored program environment. Candidates should be able to demonstrate a proven track record of success working collaboratively with faculty, researchers and administrators from all sectors of campus and with representatives of external organizations including federal and non-federal agencies. The ability to interpret federal regulations and guidelines is essential.

Applicants should have strong basic accounting skills, and excellent attention to detail. Must be able to operate independently and manage multiple priorities and constituencies.

Candidate with membership in and demonstrated involvement with NCURA (National Council of University Research Administrators) is strongly preferred.

Requirements

• Solid basic accounting skills, preferably CPA
• Bachelor’s degree in accounting or business administration or the equivalent required; MBA preferred
• Five years of sponsored research financial accounting/administration experience, preferably in a higher education setting
• Knowledge of A-21, A-110, A-133 compliance requirements and Federal Acquistion Regulation
• Knowledge of federal agency policies (e.g. NSF, NIH, NASA).
• Knowledge and familiarity with grant development process.
• Excellent written and verbal communication skills.
• Independent thinker and analytical problem solver
• Effective negotiation, analytical, and interpersonal skills.
• Ability to work effectively and communicate well with a variety of constituencies.
• Able to manipulate data effectively. Able to write reports in Cognos 8, or learn to do so. Prior Cognos 8 experience and proficiency a plus.
• Proficiency in Microsoft Excel and Word
• Familiarity with engineering and/or science research would be helpful

Interested Candidates

Olin College is an Equal Opportunity Employer, and specifically invites and encourages applications from underrepresented groups.

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