Associate Administrative Officer IC2, Pod 3 Research Administration
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- United States
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- Hybrid
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Financial Management and Reporting
• Independently manages the financial administration of assigned departments, faculty portfolios, and sponsored and non-sponsored projects, maintaining a comprehensive view of current performance, future commitments, and operational priorities.
• Develops, analyzes, and presents monthly financial and forecast reports for faculty and departmental leadership; evaluates salary, fringe, and non-salary activity and communicates financial position, risks, trends, and recommended actions.
• Ensures salary and fringe expenses are charged appropriately and proactively identifies deficits, unallowable or misallocated expenses, funding gaps, and other discrepancies. Leads research, resolution, and follow-through on corrective actions.
• Prepares and reviews recurring financial reports, including effort, project, and portfolio reports, and develops ad hoc analyses to support leadership decisions and departmental planning.
• Evaluates, prepares, submits, and monitors retroactive cost transfers and other salary and non-salary corrections. Confirms transactions post accurately and maintains appropriate supporting documentation.
• Reviews final financial reports and closeout data for accuracy and appropriateness; reconciles departmental records with Research Finance and works with faculty, the Administrative Officer, and central offices to resolve differences and ensure expenditures are allocable, allowable, reasonable, and consistent with project aims.
• Develops internal project budgets for revisions, renewals, and planning scenarios and advises faculty on resource allocation, spending strategies, and projected financial outcomes.
• Partners with the Administrative Officer and Assistant Dean in annual budget development by compiling, validating, and analyzing extensive financial information and identifying assumptions, risks, and opportunities.
• Maintains an extensive understanding of the university chart of accounts, Project Portfolio Management and POET structures, sponsored research requirements, and departmental financial practices.
• Applies a broad departmental perspective when evaluating expenditures and financial decisions to ensure alignment with operational needs, faculty priorities, compliance obligations, and long-term financial goals.
Research Administration, Procurement, and Operational Support
• Partners with procurement staff to review open commitments and encumbrances, resolve payment issues, and ensure timely action, particularly during project closeout and other critical financial periods.
• Oversees the tracking and reconciliation of subcontract or contract invoices, billing activity, non-salary budget agreements, and extra service agreements to promote accurate and timely payments and collections.
• Maintains and validates personnel and billing information in university and medical center core systems, including iLab and other shared-resource platforms, to support accurate charging and uninterrupted research activity.
• Provides guidance and problem-solving support to faculty and staff on routine and moderately complex financial, research administration, procurement, and operational matters; coordinates with central offices when escalation is required.
• Independently manages assigned initiatives and special projects, establishing work plans, priorities, milestones, and follow-up processes to ensure timely completion.
Administrative Leadership and Continuous Improvement
• Establishes, communicates, and updates departmental financial and administrative processes in response to changes in university policy, sponsored research requirements, systems, and operational needs.
• Builds and maintains productive relationships with faculty, staff, team members, Research Finance, procurement, shared resources, and other university partners; serves as a knowledgeable liaison across organizational boundaries.
• Participates in recurring meetings, training sessions, and roundtable discussions; shares expertise, and contributes to the development of team resources and consistent practices.
• Demonstrates urgency around deadlines, accepts ownership of outcomes, and exercises professional judgment and discretion when handling confidential or sensitive information.
• Performs other administrative and financial responsibilities as assigned.
Qualifications
A bachelor’s degree from an accredited institution of higher education in business, finance, accounting, or a related field is preferred.
A minimum of four years of progressively responsible experience in financial management, research administration, accounting, or a related field is required.
Experience managing sponsored research finances in a higher education, academic medical center, or comparable complex organization is strongly preferred.
Advanced proficiency in Microsoft Excel and proficiency in Word and PowerPoint are required.
Experience with Oracle Cloud or a comparable enterprise resource planning system is preferred.
Demonstrated ability to analyze complex financial information, anticipate problems, develop sound recommendations, and carry corrective actions through completion is required.
Strong knowledge of financial controls, expense review, budgeting, forecasting, reconciliation, and financial reporting is required; knowledge of not-for-profit or sponsored-program auditing standards is preferred.
Strong interpersonal and communication skills, including the ability to explain financial information, policies, and procedures clearly to faculty, staff, and other customers, are required.
Demonstrated ability to work independently, manage competing priorities, meet deadlines, and collaborate effectively in a team-based environment is required.
Professionalism, maturity, sound judgment, and discretion in handling confidential and highly sensitive information are required.
A continuous-improvement mindset and demonstrated ability to identify efficiencies, strengthen processes, and adapt effectively to change are preferred.
Key Characteristics
• Holds oneself accountable, takes responsibility for both successes and setbacks, and follows through on commitments.
• Delivers excellence through proactive problem solving, intellectual curiosity, and a commitment to learning and improvement.
• Embraces change, evaluates new ways of working, and encourages constructive, solution-oriented thinking.
• Fosters strong professional relationships across departments, schools, and central administrative units.
• Promotes unity and models integrity, passion, respect, and accountability.
• Aligns decisions and behavior with the mission, values, and service culture of Pod 3 and the School of Medicine Basic Sciences.