Research Financial Analyst

Involves providing analytical, financial and training activities in support of contract and grant proposal development, grant-writing, funding, administration, and budget development. Activities may include pre-award proposal initiatives, management of funds post-award, and closeout activities for federal, state, local and private sponsors. Involves activities associated with analyzing research funding trends and sources, forecasting, planning, and managing of research portfolios by performing some or all of the following: coordinating and identifying and developing and / or presenting proposals, contracts and other agreements; reviewing proposals to ensure institutional compliance and program success; negotiating, administering and monitoring contract and grant awards, including compliance with regulations, terms and conditions; financial management and reporting; and sub award / subcontract issuance and administration.

Uses skills as a seasoned, experienced research administrator to independently develop and / or oversee research proposals, 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 proposals and 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 proposals and awards that may involve multiple investigators and / or multiple sub awards. Guides less experienced staff. Central Role (CR): Is eligible for delegated signature authority (may vary by campus). Department Role (DR): Typically works on complex proposals such as grants / contracts which require task budgets, option years, multiple investigators and multiple sub awards.

The Research Finance Analyst, reporting to the Grants Manager, will provide vital post-award financial services to a group of 13 Research Faculty and their associated teams, including non-faculty academics, postdoctoral fellows, laboratory staff, and students. This role involves managing the financial operations of various sponsored extramural funds, such as those from federal, state, and industry sources, along with start-up packages, discretionary funds, and gift accounts. Responsibilities include: 

• Administer the financial aspects of multiple extramural funds ensuring compliance with university policies and the specific requirements of the funding bodies.
• Monitor budgets, verify that expenses are permissible and appropriately allocated, and prepare detailed financial reports and invoices for submission to funding agencies.
• Ensure all financial activities comply with applicable laws, regulations, and guidelines, playing a crucial role in maintaining financial integrity and compliance.
• Serve as the primary financial liaison between principal investigators, university departments, and external funding agencies.
• Offer ongoing financial guidance and support to researchers, address any financial issues that may occur, and assist in audit processes.

Department Overview:

The University of California, San Francisco (UCSF) School of Nursing is a leading institution dedicated to advancing health through education, research, and patient care. It is recognized for its commitment to producing impactful research that addresses critical nursing challenges and contributes to the overall improvement of healthcare practices. The School of Nursing consistently ranks among the top nursing schools in the nation, particularly in National Institutes of Health (NIH) funding, which supports a wide array of innovative research initiatives aimed at enhancing patient outcomes and promoting health equity. Faculty members engage in interdisciplinary collaborations that leverage cutting-edge methodologies and technologies to explore various aspects of nursing science, ultimately striving to improve health systems and patient care delivery.

Responsibilities

DUTIES & ESSENTIAL JOB FUNCTIONS:.

%  

of time

Essential Function (Yes/No)

Key Responsibilities

(To be completed by Supervisor)

10

Yes

Department Role (DR): Organizes, plans, establishes and monitors fiscal budget control of contracts and grants administration, gifts, endowments, and privately funded projects for faculty research programs.

• Applies professional concepts to perform moderate to complex analysis to understand past performance and determine present and future performance and/or resource allocation.
• Independently gathers information as needed to perform analysis; analyzes, forecasts, and monitors finances of all funding sources assigned to faculty, initiating and/or supervising all necessary accounting transactions to maintain account integrity. This includes endowments, academic allotments, individual donor gifts, federal grants, private grants, clinical trials, department allocations, and Dean’s Office support.
• Ensures that appropriate internal controls are addressed, maintained, and strengthened to protect University resources.

10

Yes

(DR): Prepares complex proposal budgets and support documents that are required by proposal guidelines.

• Coordinates proposal submissions.
• Reviews award notices, contracts, and budgets with PI and relevant project staff as necessary to assure that funds will be spent within budget and in compliance with awarding agency and campus policies.
• Provides RMS with the financial information and start dates to prepare Subcontracts for execution from UCSF awards to outside institutions/PIs; prepares Research Agreements as needed.
• Provides proposal budget input to RMS as requested, e.g., cost sharing, commitments, and salary information.

30

Yes

Provides post-award financial administration and management for research funds in accordance with organization policy and agency requirements.

• Monitors budgets to ensure compliance with university/agency guidelines and policies, and to avoid overspending, thereby assuring adherence to agency-approved budgets.
• Initiates and maintains ongoing, timely, and effective communication with all relevant parties throughout the entire post-award process.
• Coordinates completion of interim progress reports with investigators as required by the funding agency in coordination with RMS.
• Coordinates and works with RMS/Controller’s Office when necessary to close-out projects, including equipment management, invention statements, subcontract close-outs, final progress report, small business reports, relinquishment of grants, etc.
• Meets with assigned faculty members on a monthly basis to provide financial reports and follows standardized reporting procedures as established by the Grants Manager/Finance Director.
• Reviews notice of award with PI and RMS; consults with RMS on award budget.
• Prepares interim and final budget reports; No Cost Extensions, rebudgeting actions, and/or carry forward requests, and other miscellaneous post-award correspondence requiring institutional/agency review/approval.
• Completes Funding changes for faculty and staff.

10

Yes

Provides guidance and counsel on complex research administration matters, including compliance regulations, to principal investigators and department administrators.

• Advises investigators about fund balances and oversees spending to ensure compliance with agency-approved budgets and university/agency guidelines.
• Acts as the liaison; coordinates and ensures that processes are smoothly completed among the department, the Office of Sponsored Research, Controller’s Office, Gift Development Office, sponsors, and other related stakeholders.

10

Yes

Assists in support of audit as directed by senior staff.

• Participate in audits and reviews by providing necessary documentation and explanations.
• Assist in the development and implementation of departmental policies and procedures to enhance operational efficiency.
• Other duties as assigned by Grants Manager and Finance Director; Performs complex financial or resource research for Grants Manager and Finance Director.

10

Yes

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.
• Analyzes and reconciles General ledger for assigned portfolio; independently resolves accounting and recharge errors.
• Reviews and approves financial transactions, including Bear Buy approvals, MyExpense review/approvals, GL Verifications, Award Verifications.

10

Yes

Applies professional knowledge / experience to prepare, review, and / or approve financial transactions.

• Analyzes, prepares, and initiates transfers of funds as needed (Cost Transfers, payroll transfers, budget adjustments, budget transfers, etc.)
• Analyzes, reviews, and approves all invoices from subcontractors, consultants, and vendor agreements to ensure accuracy per the approved agreement budget; independently resolves errors.
• Generates final financial reports required by sponsoring agencies as requested.
• Coordinates final FSR and invoice preparation with the Controller’s Office.

10

Yes

Independently gathers information as needed to perform financial analysis.

• Creates budget status reports on a monthly basis (actuals and projections); gathers information, analyzes, prepares, and summarizes recommendations for financial plans; provides status reports to PIs and meets with individual faculty on a monthly basis.
• Analyzes and forecasts staff/faculty salary payroll/budgets; prepares annual staff/faculty salary PayPlans, e.g., for the yearly compensation meetings with the Department Chair. The incumbent prepares and reviews with the Grants Manager before submitting to the Finance Director/Department Chair for the compensation file.
• Interfaces with RMS on all contracts and grants submitted and processed for their assigned faculty on a regular basis.
• Reviews status of pending proposals, subawards, contracts, etc., with the Grants Manager on a regular basis.

0

 

 

0

 

 

0

 

 

 

 

100%

 

 

Qualifications

Required Qualifications:

• Bachelor's degree in related area and minimum three years of experience or equivalent experience / training
• Ability to manage significant volume of transactions
• Ability to perform complex financial analysis and customized reporting
• Ability to maintain independent judgment; strong organization and communication skills; and a customer service focus across broad and diverse subject areas
• 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 understanding of research administration guidelines of Federal and non-Federal sponsors supporting research and educational activities, preferably in a university environment
• Thorough knowledge of applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, etc.
• Maintains current knowledge of compliance regulations in all areas of research administration
• Previous working experience in an academic environment