Description

Position Title:
Post Award and Accounting Manager

Position Type:
Regular

Hiring Range:

$93,329 - $129,000 annual; Compensation will be based on education, experience, skills relevant to the role and internal equity

Pay Frequency:
AnnualA. POSITION PURPOSE

The Post Award and Accounting Manager, is primarily responsible for overseeing the accounting of sponsored projects after a grant award is received and ensuring compliance with all fiscal and post-award regulations and guidelines of the sponsors, as well as with federal, state, system, and campus regulations. The roles and responsibilities involve leadership and collaboration, executed with independence, specialized knowledge, and accuracy. Position responsibilities are highly visible as this role partners closely with principal investigators (PIs), departmental administrators, and external agencies to monitor project performance, provide financial oversight, and ensure timely reporting of deliverables. Furthermore, the position holds significant responsibility for ensuring department activities and records comply with grant accounting requirements under FASB and GAAP standards. Additionally, this position has management responsibilities for grant accountants.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Financial Management and Reporting

• Manage the administration of all externally funded grants, focusing on financial compliance and accuracy.
• Monitor project activities and ensure compliance with various regulations, such as OMB Uniform Guidance and IRS rules.
• Manage all accounting for Revenue, deferred revenue, unbilled A/R, billed A/R and expenses.
• Manage the setup and oversee budgets and spending to prevent overspending or underutilization of funds proactively.
• Manage the review of all expenditures, including payroll distributions, purchasing requests, travel reimbursements, faculty course releases, expense transfers, and subcontract invoices, to ensure alignment with university policy, sponsor allowability, and fund availability.
• Generate timely financial reports, manage billing, and coordinate federal reimbursement procedures.
• Lead and maintain the systematized collection of data needed to compile the annual HERD Report and the University's IRS Form 990
• Collaborate with various internal and external stakeholders, such as funding agencies, faculty, and administrators, to ensure smooth grant management processes. Perform financial analysis, provide financial reports to PIs, including cost sharing, and respond to questions from interested parties.
• Coordinate activities with staff from the Controller's Office, Accounts Payable, Procurement, Human Resources, external Sponsors, and suppliers as needed.
• Ensure all grants and contracts are properly closed out. This involves reconciling final expenses, submitting all required reports (financial, technical, and property), and managing unspent funds and carry-forward requests per sponsor guidelines.

2. Compliance and Audit

• Responsible for audits, including the annual Single Audit and sponsor audits.
• Maintain detailed financial records and documentation to prepare for audits, respond to questions, and implement any necessary corrective actions.
• Prepare additional financial reports as required by sponsors.
• Prepare all reports and information necessary for preparing and submitting Facilities and Administrative Cost Agreement proposals (Indirect Cost proposals) in accordance with cognizant agency timelines
• Prepare information for subawards
• Manage indirect cost recovery and cost-rate negotiations.
• Ensure faculty and staff salary allocations align with the effort commitments defined in the award agreement. Track cost-sharing obligations and coordinate payroll adjustments as needed.
• Develop and document processes for transition of awards from Pre-Award to Post-Award
• Prepare and update post-award financial policies and procedures.
• Stay current on all changes to federal regulations and statutes related to sponsored projects. Attend conferences as appropriate.

3. Systems, Support, and Process Management

• Develop and maintain systems for grant monitoring, tracking, and reporting, including grant management software, ERP systems, and data warehouses.
• Lead efforts to streamline and improve financial and administrative processes.
• Supervise, train, and manage the post-award personnel. Set clear performance goals and encourage professional development to ensure a high-performing team.
• Work with IT and Pre-Award Manager to integrate Pre-Award and Post-Award data and information
• Stakeholder Support & Training: Serve as the primary liaison between PIs, departmental staff, sponsors, and the central grants office. Provide expert guidance on sponsor requirements, institutional policies, and financial management best practices.
• Coordinate New Award Orientation
• Develop tools and resources for PIs to assist with grant administration
• Consult with PIs and staff to guide through Post Award processes
• Develop and document processes for transition of awards from Pre-Award to Post-Award
• Develop and conduct training sessions for campus stakeholders on compliance, budgeting, and reporting.

4. Other duties as assigned.

C. PROVIDES WORK DIRECTION

Provides work direction for the post-award grant accounting staff and student workers.

D. GENERAL GUIDELINES

Identifies and determines the root cause of problems; develops and presents recommendations for improvement of established processes and practices. Recommends initiatives and implements changes to improve quality and services. Maintains contact with customers and solicits feedback for improved services. Maximizes productivity through the use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create a timely and efficient workflow. Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions. Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

Knowledge

• Strong knowledge of Generally Accepted Accounting Principles (GAAP).

• Expertise in federal grant regulations, including OMB Uniform Guidance.
• Cost principles and audit requirements for federal and non-federal awards
• Thorough knowledge of the regulatory environment, including OMB Uniform Guidance and policies and procedures related to sponsored programs.
• Proven project management skills. Working knowledge of operational and fiscal analysis and techniques. Experience in developing and implementing systems for budgetary oversight in compliance with grant regulations.
• Expertise in sponsored project management, operations, and systems analysis, data retrieval, ability to interpret and evaluate data to reach sound conclusions, and recommend new or revised processes for efficiency and effectiveness.
• Expertise with ERP systems and databases, reporting dashboards, training, system upgrades, and testing.

Skills

• Strong analytical, organizational, and communication skills.
• Advanced Excel skills
• Proficiency in large ERP financial systems and reporting tools. (Workday Financials preferred)
• Proven people management and project management skills
• Strong research skills, development, and evaluation of sponsored program policies and programs. Demonstrated proficiency in interpreting and translating regulatory requirements into proposed new/revised policy and procedures.
• Demonstrated work ethic with a high degree of service orientation.

Abilities

• Proven ability to interpret and apply complex federal and state laws and policies.
• Ability to flourish in an academic and/or administrative work environment characterized by high expectations for initiative, creativity, accountability, and productivity.
• Work effectively under pressure of externally determined deadlines and shifting priorities.
• Ability to keep abreast of and apply extensive expertise to complex regulations, federal and state laws, and policies about sponsored research, grants, and contracts
• Ability to ensure regulatory compliance while sensitive to the values of an academic environment.
• Ability to interpret complex concepts effectively in written or presentation format, appropriate for various audiences.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations.
• Ability to investigate, analyze, and find solutions to grant-related problems from a broad, interactive perspective. Ability to discern applicable underlying principles needed for developing strategic solutions.

Education

• Bachelor's Degree in Accounting or Finance, or a combination of education and experience that provides the required knowledge and abilities.
• 5+ Years of Experience required in Research Administration 10+ years preferred

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.
• May be required to travel to other buildings on the campus.
• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.
• May be required to occasionally travel to outside customers or suppliers.

G. WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Hybrid/Remote negotiable
• Typical office environment.
• Mostly indoor office environment.
• Offices with equipment noise.
• Offices with frequent interruptions.
• Deadline driven activities.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws. For a complete copy of Santa Clara University's equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at https://www.scu.edu/title-ix/.

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities. Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at hraccommodations@scu.edu or by phone at (408)554-5750.