Job Requisition Number: 27503. The Contracts & Grants Accounting (CGA) Office has campuswide responsibility for the administration of all contract and grant funding received by UC Berkeley—which in fiscal year 2018 totaled approximately $700 million via governmental and private contracts and grants. CGA is responsible for supporting the Berkeley campus with the initial fund set up, preparing regular financial reports, ongoing analysis and reconciliation, policy interpretation, invoicing, and contract and grant close-outs. CGA manages and coordinates campuswide audits of contracts and grants performed by Federal and other external auditors, and develops responses to audit findings and corrective actions necessary to resolve audit issues. CGA has campuswide responsibility for providing systems, policies, procedures, and training to facilitate the management of approximately 4,000 contracts and grants awarded to UC Berkeley. CGA provides education and outreach to the campus and is deemed to be the campus expert in the area of post award management.
Under the general direction of the CGA Director, the Contracts and Grants Manager is responsible for shared oversight, administration, implementation and management of the daily financial operations of post award transactions, leading the post award teams (supervisors), and for all financial and regulatory requirements related to contracts and grants accounting.
•Provide leadership and serve as a main contact for on-going operational support to the Director and staff of CGA by addressing day-to-day issues that arise. Work with the Supervisors to provide direction and guidance to ensure goals and objectives are established and achieved. •Create team structures that are well balanced with leadership, experience, and skill sets sufficient to support each team’s responsibilities in the most effective and efficient manner for contributing to the CGA's overall goals. •Develop functional goals and objectives for individual groups and define and implement strategies to ensure the timely submission of invoices and financial reports while providing high quality customer service. •Ensure invoicing and financial reporting demands of the sponsors (as it relates to timeliness, documentation requirement, and internal control) are met, and avoid placing the University in an unfavorable cash flow position. •Establish productivity standards to measure monthly workload, periodic output levels, and implement monitoring procedures to identify variability among staff. Design methods to analyze metrics and to evaluate results that provide data and Information for decision making. Recommend changes to the Director for streamlining operational systems and procedures that will increase the overall effectiveness and efficiency of CGA. •Create or develop the framework for management reports for the Director and Controller that monitors CGA metrics across core operational and service areas and perform process analysis that identifies enhancements that further CGA’s goals and mission. •Work closely with the Director to identify risk areas related to contract and grants post award activities. Perform risk assessment, determine areas for review, and select method of monitoring controls (pre, post, and system audits). Attend audit meetings with both internal and external auditors, focusing on the full range of potential findings, including expenditure cost transfers, allowability, and effort reporting activity. •Provide expertise and practical guidance to staff to resolve routine and non-routine issues related to contract and grant administration and financial stewardship of sponsored funds. Proactively identify potential policy violations, communicate concerns and issues to campus department personnel, and facilitate resolution of outstanding issues by delivering training, and/or modifying business processes/procedures. Review and approve high value financial journal entries, invoices and financial reports where necessary. •Ensure compliance with the Government Accounting Standard Board (GASB), Cost Accounting Standards (CAS), the Office of Management and Budget federal regulations (OMB), Uniform Guidance (UG), and the UG audit. Ensure that university accounting practices adhere to these and other external guidelines for state, local government and private sponsor awards, as well as both UCOP and UCB policies related to expenditure classification, cost allocation, reasonableness, and allowability. •Lead or assign designated subject matter experts to train CGA staff at all levels. This includes developing a training program with a focus on managers and supervisors establishing mentoring relationships with staff for continued professional development growth. •Oversees the development and/or update of a procedure manual for CGA to standardize business process surrounding post award administration. Facilitate meetings with key stakeholders to discuss and secure information necessary to build a cohesive and comprehensive manual. •Oversee critical projects/initiatives to define objectives, determine a plan of action, execute the plan with various work groups, collect data, review materials, chart processes, settle matters related to policy, and draft a working document for the construction of business processes related to the PeopleSoft Contracts and Grants module. •Provide significant input into PeopleSoft enhancements and consult with the BFS Director and system programmers, business owners, and content experts to determine whether systems improvements meet the needs of key stakeholders. As necessary, document system specifications. Create, review and/or evaluate system designs and flowcharts and evaluate process analyses and potential impact to other units and end users •Actively interface with colleagues at other UC campuses, the UC Office of the President, and other institutions to ensure UCB's research program remains consistent with business standards and informed regarding relevant initiatives In research administration. •Oversee personnel related actions from hire to separation to recommend equitable processes to the Director for recruitment, salary, performance assessment, and professional development goals/opportunities. Guide, direct, and support supervisors through the coaching, counseling, and progressive discipline process up to and including termination, as appropriate.•Demonstrated understanding of and experience in the research enterprise of a major university. •Advanced working knowledge of GAAP, GASB, government and cost accounting standards, and federal OMB circulars and how they apply to federal, state, and private sponsors to maintain financial compliance. •Ability to manage and lead high performing teams with focus on critical goals and deliver high quality customer service. •Ability to organize and coordinate multiple level projects and assignments and establish appropriate priorities and deadlines. Demonstrate efficient and effective skills working in high-pressure and demanding environment. •Ability to develop and maintain effective working relationships with diverse multicultural environment. •Advanced analytical skills to evaluate productivity and efficiency, apply business rules, establish standard operating procedures, and identify and develop improvements and/or streamline processes. •Demonstrate the ability to develop and deliver training curriculum on complex and technical accounting topics and financial control issues of diverse audience at all operational level. •Demonstrate experience in delivering effective public presentations to large and small audiences. •Has thorough knowledge of finance, accounting, business and systems operations, solid understanding of internal controls, and regulatory compliance requirements. •Knowledge of industry best practices. •Must have excellent skills using Microsoft Office and common desktop/web applications. •Experience working with a wide array of information technology systems including large complex financial systems and databases. •Position requires excellent inter-personal skills and ability to work effectively across the organization at all levels. •Skills must include sophisticated service orientation, strong management skills, leadership skills, sound judgment and decision-making, critical thinking, creative problem solving, and effective verbal and written communication skills. •Bachelors degree in related area and/or equivalent experience/training.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.