Manager, Administration and Finance (Department of Otorhinolaryngology)
University of Pennsylvania
Location: Philadelphia, Pennsylvania
Internal Number: 4962897
Manager, Administration and Finance (Department of Otorhinolaryngology)
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Posted Job Title Manager, Administration and Finance (Department of Otorhinolaryngology)
Job Profile Title Manager, Administration and Finance
Job Description Summary The Manager of Finance & Admin will be responsible for the overall budgeting and financial management of payroll, Endowments, Gifts, Grant portfolio, and Clinical Trial finances for the Department of OTO. The position reports to the DOF with an indirect reporting relationship to the vice-chair of research and has two direct reports, Grants Manager B and Grants Manager A.
The Manager of Finance & Admin will be responsible for the overall budgeting and financial management of payroll, Endowments, Gifts, Grant portfolio, and Clinical Trial finances for the Department of OTO. The position reports to the DOF with an indirect reporting relationship to the vice-chair of research and has two direct reports, Grants Manager B and Grants Manager A.
1. Manage Sponsored Programs for the Department of Oto with collaborations with the VA and other external schools/departments:
Manage Sponsored Programs for the Department of Oto (6-7 MIL annually): Review and approve the Proposal Development and SOMERA record for each grant submission while setting internal deadlines and ensuring on-time submission. Manage, develop, and submit the annual Sponsored Programs, Cash burn, and Clinical trial budgets to PSOM Finance.
Prepare, Review, and approve the Proposal Development and SOMERA record for each Clinical Trial submission (including budgeting, communication with sponsors, and data entry) while setting internal deadlines and ensuring on-time submission.
In coordination with the DOF, Develop a financial structure for the clinical trials to be presented monthly to the Chair and COO. Manage the Clinical trial portfolio (2.5 MIL annually)
Through the department online System in conjunction with DropBox/PENN box, improve the processes of workflow, provide analysis on pending and completed submission
Budget new awards within 30 days of receipt of the AIS after reconciling NOGA with the submitted project budget
Generate/review monthly reports for each faculty and model grant spending, where appropriate, to ensure spending is occurring as expected and appropriate
With the PI, assist in submitting the Progress Report (includes RPPR or eSNAP), including obtaining and incorporating information from subcontracts, beginning at least three months before the due date.
When necessary, initiate/manage the subcontracting process, including the request, execution of documents, and Purchase Order setup (with the Financial Coordinator), and ensure timely submission of subcontractors' invoices through timely (monthly) reminders if needed.
Timely submission of System and application management: Monthly/Quarterly Effort reporting Approval Travel and professional expense reimbursement
Manage budget year and project period closeout, ensuring expenses are allowable, carry forward is requested, unfreeze requests are processed, and with ORS, financial reports are filed on time
Coordinate/communicate with other departments/schools to ensure grant information is shared appropriately and spending occurs as budget, in collaboration with the PI
Coordinating with the DOF & COO, develop and submit the annual Sponsored Programs budget to PSOM Finance
Assist the DOF & COO in the development of multi-year salary grids for Research-oriented faculty, including identifying faculty who may be at risk of funding gaps within two years
In concert with the Financial Coordinator, develop a department calendar of current awards, noting progress report due dates, end dates, and account freeze dates
Respond within one week to all grant-related requests from external departments or institutions
2. Financial Management of the Commitments and Cash Burn:
Cash burn and department development management (Net assets of 40 Million): Manage committed dollars and Development procured through Endowments/Gifts. Report monthly to the chair of startup packages, Revenue flow, and expenditures. Advise DOF and COO on projected cash value for future endeavors.
Participate in the financial aspect of proposal analysis in preparation of the statement of work and project estimate; ensure the final estimate is sent to the PI/contracting department for approval
In concert with the Financial Coordinator, oversee monthly financial transactions, including billings, reconciliations, adjustments, and collections.
In concert with the Financial Coordinator, the position will develop and manage a tracking and progress system for all active projects, ensuring that fees are collected and reports are generated comparing expenses to original estimates, with monthly reports to the COO/Chair
3. Strategic Insight for future philanthropy
Strategic planning for CORE and center development. In coordination with the vice-chair of research, develop a Financial Plan with the Chair of Otorhinolaryngology and the director of clinical research structure and create a financial plan. Work with development and chair to present to potential donors.
4. Other duties and responsibilities as assigned, including overseeing tasks of other staff as needed/appropriate/directed and scheduling of own evaluation.
Bachelor of Science and 5 to 7 years of experience or equivalent combination of education and experience is required. Master's degree is preferred.
Job Location - City, State Philadelphia, Pennsylvania
Department / School Perelman School of Medicine
Pay Range $61,046.00 - $100,000.00 Annual Rate Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.
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Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.
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