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Non-Sponsored Award Analyst

Stony Brook University
New York, United States
Salary Not specified
Posted Date
Nov 29, 2022

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Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Employment Type
Full Time

Non-Sponsored Award Analyst

Non-Sponsored Award Analyst

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). One (1) year of full-time financial, account management and/or reconciliation experience. In lieu of a Bachelor's degree, a combination of higher education and full-time financial, account management and/or reconciliation experience totaling four (4) years may be considered. Experience with Microsoft Office Suite and/or Google applications.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in a business-related field. Accounting experience with federal and locally funded research activity. Experience with grant data management tools such as Huron or Oracle. Experience with cost accounting principles.

Brief Description of Duties:
The Non-Sponsored Award Analyst is responsible for the full life-cycle fiscal management of the institutionally sponsored awards and agreements. As the primary contact for Principal Investigators, administrative units that support non-sponsored activity and service units that utilize RF for SUNY for staffing and fiscal services, this position ensures the successful conduct of the financial affairs of these awards on behalf of all that depend on the access and fluid use of the RF Business tools. This includes Principal Investigators, sponsoring campus agencies and The Research Foundation for SUNY, ensuring the campus business processes are compliant with all SUNY, RF for SUNY expenditure and corporate regulations.

This will include campus sponsored Research SEED awards, Service and Facility Accounts, Fixed Price Balance, Cost of Ed, Staffing Services Agreements and activity, Royalty Projects, Clinical Trial Offset accounts, Stony Brook Foundation accounts, and CPMP Research Projects.

This requires a comprehensive understanding of all Research Foundation guidelines, adhering to specific line item budgets, sponsoring agency specific restrictions, campus policies for research expenditures as well as all aspects of full life-cycle fiscal reporting of sponsoring agencies financial activity to include outside audit interaction and certifications. Therefore, having strategic and analytical thinking skills with an ability to solve problems, make effective decisions, and handle multiple tasks simultaneously in a financially complex, deadline-driven environment is imperative.

The successful incumbent will also have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving and the ability to interact with individuals at various levels within an institution.
  • The Non-Sponsored Award Analyst ensures the proper management of expenditures as well as the recovery of payments during the active period through award termination and close out as well as provides an analysis of final cost to ensure the RF for SUNY recovers all payments. This position ensures compliance with all applicable terms and conditions, oversees all billing and reporting to include annual/final financial and compliance reports for award active and termination cycles, manual invoices and supporting documentation as required by private and state agencies, certification of all cost shared costs as provided by University. As the primary liaison with the campus users who require accounts for the performance of activity with the RF for SUNY Business system incumbent may interact with Deans and VP areas, Office of Sponsored Programs and RF Legal for appropriate agreements and account terms and conditions. Incumbent will establish the record of award requirements for purposes of expenditure management, fiscal reporting and collection of payments to the RF in support of awards and agreements.
  • Reviews and approves payroll, fellowships, fellow health insurance and faculty salary offset transactions in keeping with sponsoring agency specifics and budget restrictions. Monitors charges that post to campus payroll suspense and works with PI's to move charges to appropriate campus accounts. Ensure salary expenses are fiscally allowable against agency funds, discussing recommendations with Principal Investigator/Account Director as needed.
  • Reviews and approves all purchases and recharges presented as cost necessary for the conduct of account objectives to ensure fiscal compliance against agency funding.
  • Supports annual agreements that manage campus staffing services agreements with, CPMP, SBF, SB Child Care Center, and Dental School. Update agreements, monitor payments and expenditures to ensure timely posting of charges and payments from agencies. Provide the requested year end compliance to agency auditors.
  • Examines Independent Contractor transactions for proper adherence to RF policy, SUNY and IRS Twenty Factors test. Enter into Visual Compliance database to prescreen for federal restrictions.
  • Prepares all invoices and financial reports required by agency funding source conditions within prescribed periods, to include, campus recovery of agency fees, final payments within award period. Initiates collection activity from funding source as appropriate.
  • Monitors monthly expenditure reports to ensure the healthy fiscal condition of non-sponsored award accounts to protect SBU and the Research Foundation uncollected payments and initiates any necessary corrective action.
  • Consults with PI as award close out period approaches to ensure timely extensions as needed to allow full use of funds, reporting and close out. Coordinates necessary actions with Accounts Payable to facilitate the close of open Purchase Orders.
  • Makes budget and cash adjustments to campus fixed price balance accounts as contracts are closed out. Facilitates the close out process in unison with Sponsored Award Analyst to ensure proper reconciliation of both award balances.
  • Creates the School of Medicine offset payment resulting in income from industry supported clinical trials and confirms payment to them as well as the expenditures against the offset accounts for each clinical unit.
  • Supports the incoming payment process from industry sponsors for non-sponsored accounts.
  • Monitor Service and Facility Accounts with respect to rate compliance, account extensions, revenue posting as well as deficit reduction needs in unison with VP for Finance team, Account Directors and RFCO for annual deficit status and payment management. This will include verification of outside user payments and recharge from third party users.
  • Liaise with new Principal Investigators and their staff upon the establishment of a new intuitionally funded award to familiarize them with the Research Foundation business system, policies and post award expenditure procedures. Train any administrative team members that support PI's with respect to account functional needs, including rate updates, close out of available balances, and use of the RF Business system.
  • Outreach and Professional Development: Participate, as appropriate, in internal and external professional activities, such as an author or co-author, committee member, search chair, meeting or conference presenter, staying abreast of emerging developments within the fields. Participates in internal control development by researching and co-authoring specific expenditure transaction standard operational procedures. This position requires continual self-education on Research Foundation for SUNY policy and procedures, agency guidelines and federal regulations such as the OMB's Uniform Guidance, attends meetings in support of campus process improvement, and participates in professional development opportunities to maintain current understanding of all federal, state and RF Policy Standards and may include training new staff members. This is to ensure all charges are in keeping with any non-sponsored awards that share in the expenditures against externally sponsored awards.
  • Other duties as assigned.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

This position may be eligible for alternative workplace arrangements/telework (remote or virtual) or hybrid.

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at or visit OEA.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work.
Job Number: 2203582Official Job Title: Sponsored Programs Assistant IIJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Office of Grants ManagementSchedule: Full-time Shift :Day Shift Shift Hours: 8:30 am - 5:00 pm Posting Start Date: Nov 9, 2022Posting End Date: Dec 9, 2022, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:E2

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