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University of Rochester Director, CHeT Finance and Operations - 236042 in Rochester, New York

Director, CHeT Finance and Operations Job ID 236042

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 056 Neuro-Ctr Health & Tech/Admin




General Purpose:

As a member of the Senior Management group of CHeT, the Director of Finance and Operations is responsible for all financial aspects for the Center. Oversees the overall financial operation of CHeT. Provides strategic financial guidance, forecasts and assessment of current and projected financial health of the Center to promote both the short- and long-term viability of CHeT, including forecasting of future resources needed to timely and accurately complete current and anticipated research projects. This includes, but is not limited to, the following: Research project pre-award activities, post-award activities, close-out activities, periodic forecasting and reporting, adherence to and enforcement of University Human Resources policies and procedures, liaising with other departments within the University to effectively and efficiently carry out position responsibilities, manages and develops financial analysts and accountant. The position also serves as program manager in planning, directing and coordinating all of the financial aspects related to multi-center research projects. Acts as liaison and has extensive contact with University and Medical Center administration, project sponsors, participating centers and regulatory agencies. Works closely with CHeT leadership to move forward on new initiatives and projects, and interfaces with industry partners to negotiate favorable budgets for new initiatives and funded projects.

Pre-Award Activities:

Oversees grant proposal development. Provides in-depth support of pre-award activities including close communication with the Principal Investigator (PI) and relevant external personnel. In conjunction with the Principal Investigator, responsible for creation of grant proposals, reviewing and approving all sponsored research budgets, budget justifications, and other required data for submission to various funding sources. Verifies compliance with sponsoring organizations’ guidelines, as well as with relevant University policies and procedures. Ensures all applicable direct and indirect costs have been applied. Assists Principal Investigators in completion of required information for submission. Verify faculty compliance with Institutional Review Board (IRB), etc. Responsible for tracking proposals and other documentation through internal proposal sign off approval processes.

Post Award Activities:

Oversees development and implementation of appropriate and effective internal grant management systems, policies, procedures and internal controls. Monitors and controls spending against all sponsored research grants with the use of UR based financial systems. Oversees financial analysts and accountant to accomplish this duty. Monitors and controls spending against projects on a monthly basis. Prepares forecasts of accounts with forward looking view of salaries and non-salary costs. Reviews and analyzes monthly ledger reports of actual spending for all research projects to assure expenditures are allocated to proper grants/accounts and against the correct budget categories. Responsible for close out of research projects, ensuring all revenues have been received and all costs are recorded properly.

Details and Specifics of Responsibilities:

Drives strategic planning for CHeT in shaping and developing the three-year strategic pillars on people, process, innovations, collaborations. Builds organizational capability and culture for CHeT with over 90 staff across five areas within the department, including HR, Administration, Recruiting, Staff Development and Training. Drives process and operations improvements – e.g., lead working groups, select and implement IT/technology enablers such as risk-based monitoring, direct entry, etc. Support and help lead business development efforts with key sponsors and partners, including government, non-profit, biopharmas and start-ups, outreach, collaboration discussions, and responding to Requests For Proposals (RFPs) and forming and establishing new relationships. (20%)

Establishes a financial reporting system and oversees all budgets for research activities. Controls expenditures and provides authorization and approval for the purchase of major equipment, services, space and materials. Reports to the Center Director and Director of Operations, and management team, on the financial status of the research. Prepares budgets for NIH, Foundation and industry sponsored clinical trials and research projects. Budgets include employment costs, non-employment costs including the outlays for purchase orders and subcontracts. For grant applications, activities include drafting/preparation of budget narrative/presentation pages, other support documents and other financial components of the grant. Also prepares materials necessary for foundation and industry sponsored trials. Completes UR Proposal Sign Off procedure for all proposed projects. (15%)

Presents financials and forecasts to Principal Investigators (PI’s), Directors, CFOs, and Sponsors. Provides financial oversight for all CHeT accounts (approximately 75). Transfers remaining balances when projects are complete, taking the appropriate steps to affect the closing. On a monthly basis reviews all ledgers with PIs for accuracy with respect to revenues and expenditures. Recommends changes as necessary for the accounts and circumstances. Supervises the regulatory reporting and insures compliance with government regulations and funding requirements. (15%)

Hires, trains, supervises, mentors, develops, and evaluates the activities of area’s Financial Analysts and Accountant involved in CHeT finances, including delegation of work activities, review of work including review of reconciled ledgers paying attention to charges, adjustments and reclasses. Takes appropriate rectifying actions with respect to spending; reviews and approves purchase orders and check requests. Ensures proper salary allocations are in place for all personnel across all projects. (15%)

Reviews salary distributions monthly recommending adjustments to Team Leaders and Principal Investigators. Reviews time and effort records for each employee to ensure that salary costs are being charged accurately given activities performed by employees. Monitors study accounts to ensure substitution/corrections to alternative accounts occurs due to changes in activities or expiration of accounts. Responsible for ensuring proper tracking of salary against accounts with a salary cap. Maintains salary cap accounting record for compliance and audit purposes. (15%)

Oversees team that invoices sponsor for activities in accordance with financial terms of contracts, tracks grant and supplemental payments due from commercial sponsors, foundations and other donors. Oversees proper crediting of wire transfers and checks received. Acts as a liaison with Office of Research Accounting and Costing Standards (ORACS), Office of Research and Project Administration (ORPA), Accounts Payable, Controller’s Office, School of Medicine and Dentistry (SMD) Finance, Purchasing, Internal Audit and other University Departments to ensure timely and accurate recording of financial and non- financial transactions. (10%)

Oversees processes to generate invoices to enrolling clinical sites in clinical trials, specifying payments due based upon internal databases containing patient and subject completed visits. Supports department in applying for renewal or supplemental grants for funding and in preparing progress reports. Ensures timely receipt of Notice of Grant Awards from NIH and other issuing institutions to UR. Communicates with sponsors as necessary. (5%)

Works closely with CHeT leadership to move forward on new initiatives and projects, and interfaces with industry partners to negotiate favorable budgets and bid defense for Center. Develops procedures for data collection, entry and analysis and establishes quality control mechanisms, and drives special initiatives that require expertise in structured funding and maintaining sustainability and growth for Center, such as the Advancing Clinical Trials through Technology (ACTT) Initiative, CHeT Strategic Plan, and creating efficiencies in productivity such as the Time and Effort app and Project Dashboard. Other similar initiatives and projects include: Project Management improvement - e.g., Dashboard, Timeline and Scorecard to plan and budget for staffing/hiring needs); Staff utilization improvement- e.g., Time & Effort app to improve efficiencies of reporting departmental staff time and effort with automated tools/reports for managers/supervisors, etc.; and Financial process improvements - e.g., bid pricing for projects, improved aging of AR, etc. (5%)Other projects and job duties as necessary.


  • Master's in Business Administration (MBA) and / or CPA; and at least 6 years of relevant experience, including 2 years in a managerial capacity. or an equivalent combination of education and experience;

  • Specialized experience in an appropriate field (e.g. clinical trials, pharmaceutical industry, or academic institution finance), including at least 6 years progressive experience in managing the finance and accounting function in a research environment, not for profit, and / or applicable academic of healthcare facility, for-profit CRO or pharmaceutical company.

  • Strong spreadsheet analysis and reporting experience, including the use of pivot tables, macros, etc.

  • Excellent presentation (including proficiency with PowerPoint) and communication skills, including written communication.

  • Demonstrated ability to be an effective communicator and comfortable with presenting financials to Principal Investigators (PI’s), Directors, and CFOs.

  • Must be an effective negotiator, comfortable with bid defense, and presenting financials and forecasts to sponsors.

  • Ability to quickly learn internal and financial systems, including URFinancials (Workday), URGEMS (shadow system), Human Resources Management systems, and Integrated Online Research Administration (IORA).

  • Strong analytical, problem solving, and leadership ability.

  • Strong attention to detail and organizational skills.

  • Strong interpersonal skills and ability to lead, engage, and foster a team-based environment.

    How To Apply

All applicants must apply online.

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