Overview

Job Location:
Kansas City Metro Area

Department:

SOM Department of Population Health

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Population Health Administration

Position Title:

Associate Director of Grants

Job Family Group:

Professional Staff

Job Description Summary:

The Associate Director, Grants is responsible for effectively managing all financial tasks including budgeting, forecasting, account reconciliation, income auditing, accounts payable, accounts receivable and payroll for all department grants, centers, and contracts. This position will work closely with the Chair and the Administrative Director, Population Health as well as the School of Medicine Finance Office and SOM-Wichita on a variety of tasks related to the continued development and growth of the department.

Job Description:

Job Duties Outlined:

  • Oversee financial operations and financial planning for the department of Population Health grants, and contracts.
  • Assist Administrative Director, Population Health in the preparation of reports to the leadership within the School of Medicine for School of Medicine annual budget/commitment meetings.
  • Assist Administrative Director, Population Health with state budget allocation to determine departmental budgets for both Kansa City and Wichita.
  • Assist Administrative Director, Population Health with annual budget load activities.
  • Assist Administrative Director, Population Health in the compilation and preparation of annual operational and financial reports and analyses for the department and provide appropriate recommendations to chair.
  • Work closely with Administrative Director, Population Health to gain knowledge of all department operations, including departmental resources (space, furniture, computers, etc), HR (recruiting, hiring and termination), educational programs. 
  • Serve as backup for Executive Director as needed.

Chair Assistance          

  • Develop and update financial statements and reports on all contract and grant funds, reconciling with Workday, Adaptive, the KUEA Workspace system and QlikView.
  • Monitor contract and grant budget allocations, expenditures, fund balances and related financial activities for the purpose of ensuring that allocations are accurate, expenses are within budget limits and that fiscal practices are followed.

Faculty Assistance

  • Coordinate research grant submissions with faculty members, including budget development, subaward preparation, routing, and entry into MySponsoredProjects or other applicable systems; coordinate with IASC as appropriate.
  • Work with faculty on incoming and outgoing subawards, entering appropriate information into MySponsoredProjects and following for completion into MyAgreements. 
  • Work with SpaContracts to renew incoming subawards or initiate amendments for outgoing subawards.
  • Upon receipt of grant notice of award, work with faculty to get project going financially; submit needed information to RINST/MSP so that grant number can be provided, update budget with current salaries vs what was submitted, communicate with other departments on personnel effort and salary to be charged.
  • Maintain financial records for each grant and project; provide accurate and timely reporting on the financial activity of individual grants and projects, assisting faculty with required reporting on their grants. Advise faculty of balances remaining and where budgets are being over or underspent.
  • For progress reports, work with faculty, IASC, and RINST to verify carryover balances, CYM’s worked, and changes in Other Support.
  • Update Other Support for faculty.
  • Maintain individual faculty fund balances, distributing indirect income monthly, tracking income and expenditures and noting departmental support.
  • Project salary expenses for faculty with research staff, to ensure that staff has coverage throughout the fiscal year.
  • Assist departmental faculty with the development of budgets and management of financial interactions with their grants, endowment, and restricted fee accounts.
  • Advise faculty and staff about research finance policies, procedures and sponsor requirements and assist in their understanding and compliance.

Centers

  • Working with center leadership and the Administrative Director, Population Health, assist with determination of Cost Center annual budget and load budgets in Adaptive; update Adaptive budget quarterly as anticipated expenses change.
  • Collaborate with Center Leadership to ensure smooth operation and adequate resources for programs.
  • Collaborate with and advise center leadership about decisions pertaining to organizational direction, developmental goals, staffing needs.
  • Oversee the alignment of Center business activities with the mission and strategic priorities of the Department of Population Health and KUMC.
  • Work with the Center Leadership to develop and deploy a pricing strategy for a Fee for Service model.
  • Direct and organize billing and collection functions.
  • Work with Center leadership to project staff salary funding for the fiscal year to anticipate any shortfalls and to maximize use of department funds.
  • Serve as point person for all Center contractual, affiliation, and legal negotiations.
  • Work with center leadership to prepare financial reports to School of Medicine leadership for School of Medicine annual budget/commitment meetings.
  • Develop and update financial statements and reports on cost center funds. Monitor expenditures, fund balances and related financial activities for the purpose of ensuring that expenses are within budget limits and that fiscal practices are followed.
  • Coordinate research grant submissions and incoming awards with center leadership including budget development, subaward preparation, routing, and entry into MySponsoredProjects or other applicable systems; coordinate with IASC as appropriate.
  • Enter Costing Allocations and Payroll Accounting Adjustments as needed in Workday to ensure proper payroll funding; communicate funding changes with other departments and ensure that changes are made in a timely manner. Communicate with other departments on funding so that costing allocations can be made correctly and in a timely manner. 
  • Maintain financial records for each grant and project; provide accurate and timely reporting on the financial activity of individual grants and projects.
  • Work with Center leadership to project staff salary funding for the fiscal year to anticipate any shortfalls and to maximize use of department funds.
  • Provide direction and support to center leadership; make recommendations to maximize use of all funds (grants, research overhead, endowment, and restricted fee) in a fiscally responsible manner to ensure that the center remains on a stable financial basis and at the same time using resources thoughtfully for anticipated growth.

General Duties

  • Work with Office of General Counsel in Kansas City and Wichita as needed on contracts and agreements.
  • Enter Costing Allocations and Payroll Accounting Adjustments as needed in Workday for Kansas City and Wichita funds to ensure proper payroll funding; communicate funding changes with other departments and ensure that changes are made in a timely manner.
  • Resolve issues with vendors and payments.
  • Communicate with other departments in Kansas City and Wichita on funding so that costing allocations can be made correctly and in a timely manner.  This includes incoming funding for our faculty and outgoing funding for other departments’ faculty on our grants and/or teaching efforts.
  • Approve Workday transactions for expenditures and costing allocations, verifying that the correct fund worktags are being used and that the expenditures are appropriate for the fund source.
  • Identify problems on accounts and reach out to whoever can fix them – errors on transactions (admin team, Workday Support, RINST post-award, etc.)
  • Collaborate with Research Institute staff on a variety of issues on behalf of investigators; work with Office of General Counsel as needed on contracts and agreements.
  • Attend faculty meetings, training sessions and other meetings on behalf of the Department (KUMC Administrators Meeting; annual budget and review meetings; Budget Training; JayHawk Way).
  • Complete annual compliance requirements as required by the university.
  • Advise faculty and staff of institutional policies and procedures.
  • Provide budget forecast projections as requested so that the Chair, Administrative Director, Population Health, and Principal Investigators will have accurate financial information necessary for personnel and spending decisions.

Required Qualifications:

Education: Bachelor's degree in business administration, finance, or other related field. Education may be substituted for experience on a year for year basis. Experience used to substitute education is in addition to any required work experience.

  • Work Experience:
  • 5 years relevant accounting, budgetary and/or project management experience.
  • Experience in budget planning, business accounting.
  • Experience handling confidential information.
  • Experience working with grants.

Preferred Qualifications:

Education: Master's degree in business administration, finance, or accounting

Work Experience:

  • 10 years of experience in finance, grants, and project management.
  • Experience with KUMC policies and procedures.
  • Experience using Workday, Adaptive and MySponsoredProjects.
  • Experience with State purchasing and budgeting systems within an academic unit in a medical school.
  • Experience in research grant processes, both pre-award and post-award.
  • Prior work experience in either a public higher education institution or a research university or related entity.
  • Experience in an administrative leadership role within basic science departments or University Institute/Center.

Skills:

  • Excellent written communication skills, as evidenced by application materials.
  • Experience using the Microsoft Office Suite, specifically Excel.

Required Documents:

  • Resume/CV
  • Cover Letter

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

If selected as a final candidate for this position, you may be required to complete the Association of American of Universities Representations and Warranties document and sign a release of records that will allow the University of Kansas Medical Center to conduct a further background check with former employers.  A copy of the Representations and Warranties document can be found here.

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Salary

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

$83,000.00 – $131,000.00

Minimum

$83,000.00

Midpoint

$107,000.00

Maximum

$131,000.00