Finance Coordinator II, Translational Neuroscience

Job description

Department: 85046 Wake Forest University Health Sciences - Academic Translational Neuroscience Status: Full time Benefits Eligible: Yes Hou rs Per Week: 40 Schedule Details/Additional Information: 8 am - 5pm, M-F in-office Pay Range: $33.05 - $49.60 JOB SUMMARY Under limited direction, will independently collaborate with investigators, scientific, and administrative staff members to coordinate the management of grants, clinical trial-related expenditures and financial transactions, including grant/clinical trial closeouts, oversight of billing and reporting obligations and resolution of financial discrepancies. Will ensure that post-award activities are in compliance with agency and institutional policies, and be able to interpret grant and contract requirements/regulations. Will gather information from a variety of federal, state and private granting agencies, prepare in-depth projections of salaries, benefits, procedural/supply costs and overhead, ensure on-time submittal of necessary post-award documentation, and monitor time and effort reporting. Will work with central offices to ensure timely cost center creation for study/grant activation. Will also be responsible for advising investigators, clinical teammates, and leaders on regulations, staying cognizant of current changes and trends in federal and sponsor regulations that impact the post-award aspect of grant/clinical trial management, independently researching and identifying funding opportunities, and all other related tasks as needed. The department seeks a highly experienced candidate with in-depth knowledge of Uniform Guidance (CRA or similar certification preferred). This role requires strong fiscal accountability, strict adherence to sponsor regulations (particularly NIH) and audit readiness for managing both extramural and institutional funding. The ideal candidate will demonstrate a proven track record of hands-on financial management and effective grant administration. KEY RESPONSIBILITIES • Provide strong financial oversight, including accurate analysis and reporting of financial data within Workday. • Collaborate closely with faculty researchers to translate financial reports and clearly communicate grant status, including burn rates. • Manage post-award grant processes in compliance with NIH and other sponsor regulations (e.g., FFRs, closeouts, rebudget, cost transfers). • Interpret complex financial data, reconcile accounts, and prepare compliant financial reports. • Monitor grant budgets, recommend financial strategies, and oversee procurement of supplies and capital expenditures. • Partner with other post-award and pre-award teammates to ensure accurate effort reporting for RPPRs, JITs, and other sponsor requirements. • Proactively coordinate with faculty and departmental staff to ensure all required reporting is timely, well-documented, and aligned with sponsor’s expectations. • Contribute as a collaborative team member while demonstrating leadership potential, including sharing knowledge and mentoring other staff to support professional development. ESSENTIAL FUNCTIONS Assures post-award grant/clinical trials administration process in accordance with federal guidelines. Oversees the processing and establishment of new awards, reviews grant and clinical trial agreements to ensure compliance. Reviews and analyzes new awards as they are received and ensures timely receipt of cost center from central office. Manages and tracks incoming fully executed awards and contracts. Works in conjunction with the central research offices to perform monthly, quarterly and annual reporting/auditing/invoicing. Responsible for time effort report completion and compliance. Responsible for processing of participant stipend and/or travel reimbursement requests. Facilitates the creation of ad hoc reports as needed. Liaison between clinical teammates, leaders, investigators, and central research offices. Maintains accurate inventory of equipment purchases related to research. Responsible for grant and clinical trial close-out process, as well as determining the need for renewal or no-cost extension/amendments. Assures that carry forward and close-out balances are correct. Ensure effective and efficient grant/clinical trial close-out process. Assists PIs with all financial administrative responsibilities related to post award grant & clinical trial management. Resolves complex, sensitive, and other non-routine issues related to expenses, reporting and close-out. Frequently reviews federal regulations and cost principles. Audits research patient facility expenses and works with central research office on any corrections needed. Reviews and processes invoices for all 3rd party vendors/subrecipients. Prepares monthly monitoring reports for department to include upcoming financial deadlines, report deadlines and other administrative renewals. Advise leadership of post award progress of grants and clinical trials. Maintain archives of closed grants and clinical trial contracts. Reviews and disseminates information from sponsor's regarding deadlines. Responds to sponsor's request for additional information in a timely manner. Ensures that interim financial reporting/invoicing is completed in an accurate and timely manner. Perform sub recipient monitoring tasks. Manages post award process including ability to advise a PI on the overall status of all funding sources, forecast possible problem areas, analyze, and advise on status of personnel on projects approaching close-out, analyze awarded research monies and prepare fiscal projections and reports to ensure proper expenditures of grant and contract funds as required by funding agencies and approve expenditures. Analyzes trends in expenditures (i.e., dramatic increase in expenditures in a certain category, close to the project end date, etc.). Prepares expense transfers, budget adjustments, etc. providing sufficient explanations that will meet internal and external audit requirements. Reviews billing and collections monthly. Confirms that all cost sharing is complete. Education Training & Experience Bachelor's degree in business, accounting, finance or a related field and a minimum of 4-6 years of directly related experience, or an equivalent combination of education, training and experience from which comparable knowledge, skills and abilities have been attained. Must have demonstrated experience with post award management, oversight of grant/clinical trial-related expenditures and financial transactions, preparation of grant closeouts, oversight for billing and reporting obligations. Requires the ability to multi-task and oversee several projects. Must have the ability to work independently and have the flexibility to deal with complexity in policies and procedures while carrying out fiduciary and professional responsibilities. Effective leadership, diplomacy, judgment, decision-making skills and communication skills required. Requires a professional demeanor, strong analytical, time management, customer service and organizational skills, excellent verbal/written communication and interpersonal skills, and the ability to effectively interact with individuals from various cultures and backgrounds. Must have professional proficiency in Microsoft Office and the ability to learn department-specific computer systems as needed. Our Commitment to You: Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including: Compensation Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training Premium pay such as shift, on call, and more based on a teammate's job Incentive pay for select positions Opportunity for annual increases based on performance Benefits and more Paid Time Off programs Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability Flexible Spending Accounts for eligible health care and dependent care expenses Family benefits such as adoption assistance and paid parental leave Defined contribution retirement plans with employer match and other financial wellness programs Educational Assistance Program Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.); please ask a Recruiter for more information during an interview. About Advocate Health Advocate Health is the third-largest nonprofit, integrated health system in the United States, created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois; Atrium Health in the Carolinas, Georgia and Alabama; and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care. Headquartered in Charlotte, North Carolina, Advocate Health services nearly 6 million patients and is engaged in hundreds of clinical trials and research studies, with Wake Forest University School of Medicine serving as the academic core of the enterprise. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs 155,000 teammates across 69 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to providing equitable care for all, Advocate Health provides more than $6 billion in annual community benefits.