Summary
To be responsible for providing financial, accounting and administrative support regarding grant and contract policies and procedures, compliance, regulatory issues, and post-award administration. Grants and contracts are funds awarded by federal, state and non-profit entities to support the research mission of MCW and the specific research work performed by faculty and staff employees.
Primary Responsibilities
- Prepare all required external financial reports according to agency guidelines on a timely and accurate basis for supervisor review and approval, including both monthly invoicing to sponsoring agencies and financial status reports as required. This includes:
- Review actual expenditures to ensure adherence to agency regulations.
- Work with department administrators to ensure accuracy of expenditures to ensure adherence to agency regulations, including direct communication with external agencies when necessary.
- Prepare journal entries and execute cost transfers as requested, and as needed on project accounts.
- Manage grant activities, which includes:
- Provide departmental assistance as required, particularly in the area of external agency regulations.
- Review budget reallocation requests, ensuring requests are within agency guidelines.
- Review and resolve budget and cash deficits on sponsored and other extramural accounts.
- Prepare journal entries and execute cost transfers as requested, and as needed to reconcile project accounts.
- Monitor grant and contract expenditures, re-budgeting, cost-sharing, equipment justification, etc. to ensure costs are allowable, allocable and reasonable.
- Create invoices on a monthly basis for submission to external sponsoring agencies. Activities include:
- Review expenses to certify invoiced expenditures.
- Monitor open receivables and perform collection inquiries on delinquent payments.
- Perform federal pass-through and other account setup functions for sponsored grants and contracts using e-Bridge. Activities include:
- Work with various departments in reviewing and establishing accounts. Work with MCW Grants and Contracts office to ensure that documentation is kept up to date and accurate.
- Resolve problems by working with the Grants and Contracts office. Independently and accurately ensure that all award and project information is entered into the Oracle grants management system timely and accurately.
- Reconcile payroll suspense transactions and work with departments and Payroll to resolve.
- Prepare the quarterly federal interest calculation and related journal entries.
- Create complex federal contract invoices for submission to external sponsoring agencies. Activities include:
- Review expenses to certify invoiced expenditures.
- Monitor open receivables and make collection calls on delinquent payments.
- Carefully analyze agreements and work with department administrators to identify contractual reporting requirements.
- Perform close out of assigned grants and contracts and prepare for an annual audit to ensure compliance with federal OMB Uniform Guidance, including review and resolution of budget and cash deficits on project accounts.
- Perform activities related to the semi-annual time and effort reporting process in accordance with OMB 2 CFR Part 200.
- Perform assigned duties related to the month-end and year-end financial statement closing and audit.
- Maintain and implement, where appropriate, sound internal accounting controls to efficiently manage assigned grants and contracts.
- Assist in the testing of sponsored programs information technology service requests.
- In addition to daily grant financial, accounting and administrative functions, this position will be responsible for various projects assigned to enhance department processes and procedures.
Knowledge – Skills – Abilities
- Knowledge of technical, business, consultation, project management, and cultural awareness.
- Customer focus, building trust, communication, critical thinking, and influencing skills.
Qualifications
Minimum Required Education: Bachelor’s degree in Accounting
Minimum Required Experience: 6 years
Physical Requirements
Work requires occasionally lifting moderate weight materials, standing, or walking continuously.
Work Environment
Occasional exposure to dust, noise, temperature changes, or contact with water or other liquids. Work is performed in an environmentally controlled environment.
Sensory Acuity
Ability to detect and translate speech or other communication required. May occasionally require the ability to distinguish colors and perceive relative distances between objects.
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Why MCW?
- Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
- 403B Retirement Package
- Competitive Vacation and Paid Holidays offered
- Tuition Reimbursement
- Paid Parental Leave
- Employee & Family Assistance Program (EFAP)
- Pet Insurance
- On campus Fitness Facility, offering onsite classes
- Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.
For a brief overview of our benefits see: Benefits Overview
For a full list of positions see: MCW Careers
At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring – Collaborative – Curiosity – Inclusive – Integrity – Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you. For more information, please visit our institutional website.
MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination:
The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering an inclusive community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.
