Budget Accounting Analyst SR, Pod 3 Basic Sciences

Vanderbilt University - Nashville, TN

Full-time - Mid Level

Nashville, TN

Educational Services

About the position

POD 3's mission is to provide the best possible experience for our faculty with regard to financial and administrative needs. Agility, accuracy, and collaborative initiatives will enable us to move quickly and offer value-added solutions. We will continuously seek new ways of working smarter for better results. We do this to provide our faculty and staff the tools they need to make decisions and advance excellence in their scientific endeavors. As a Budget Accounting Analyst SR, you will be responsible for preparing regular and special accounting and financial reports tailored to departmental needs. This role requires a broad knowledge of Vanderbilt systems, accounting practices, and organizational business units, along with creative problem-solving skills. You will maintain regular communication with intra-departmental administrative teams to ensure consistency in accounting practices, particularly in preparing detailed invoice back-up for Sponsored Projects using generally accepted accounting principles. Your responsibilities will also include preparing monthly financial projections, submitting retroactive cost transfer requests, and assisting with grant/project closeouts. You will monitor retroactive cost transfers and closed grants/projects for late charges, troubleshoot billing issues, and reconcile data from Research Finance deficit reports. Additionally, you will advise on budgetary matters, serve as a liaison with other departments, and prepare and approve invoice payments for subcontracts. Your analytical skills will be essential in ensuring that all financial reporting is accurate and timely, and you will assist in gathering financial information for annual budget submissions. In the procurement aspect of the role, you will work with the procurement team to research open encumbrances and place orders as needed. You will also oversee payment tracking for Employee Service Agreements and assist with ad hoc reporting needs. This position requires strong interpersonal and communication skills, as you will engage in problem-solving with faculty and prepare annual reports such as equipment and space inventory.

Responsibilities

• Prepares regular and special accounting and financial reports for department needs.
• Prepares detailed invoice back-up for Sponsored Projects using generally accepted accounting principles.
• Prepare monthly financial projections consisting of all faculty funding sources.
• Prepare and submit both non-compensation and compensation retroactive cost transfer requests.
• Assist with grant/project close outs by researching outstanding commitments.
• Monitor retroactive cost transfers to ensure they've been processed.
• Monitor closed grants/projects for late charges.
• Troubleshoot iLab and CORES billing issues.
• Researches, analyzes, and reconciles data from Research Finance deficit reports.
• Identifies and researches variances and makes recommendations using applicable Financial Management budget guidelines.
• Advises AO regarding budgetary matters and resolves routine budget issues.
• Serves as liaison with other departments to provide budget and cost accounting information.
• Prepares, monitors, and approves invoice payments for subcontracts.
• Assist AO with FFR's for appropriateness and approve.
• Assists AO in gathering extensive financial information for annual budget submission.
• Prepare/submit project budgets for revision and renewals.
• Independently manage assigned projects.
• Work with the procurement team to research open encumbrances and payment issues.
• Place procurement orders when needed by labs.
• Serves as backup to AO for Expense and Procurement approvals.
• Oversight and tracking of payment for ESA's and NSBA.
• Assist with any ad hoc reporting needs by AO.
• Track and reconcile invoicing on subcontracts to ensure timely payments/billings.
• Assist with expense report review and oversight.
• Engage in problem solving with faculty on routine matters.
• Prepare annual reports such as equipment inventory and space inventory.

Requirements

• Bachelor's Degree in Business, Accounting or related field.
• Master's Degree in Business, Accounting or related field is preferred.
• At least five years of relevant experience is necessary.
• Strong background with Excel is a must.
• Oracle experience is preferred.
• Grants management experience in an educational institutional setting is preferred.
• Strong interpersonal and communication skills.
• Ability to work collaboratively with a diverse community.
• Skill in organizing resources and establishing priorities is strongly preferred.

Nice-to-haves

• Vanderbilt experience is preferred.
• Commitment to Equity, Diversity, and Inclusion.

Benefits

• Health insurance coverage.
• Dental insurance coverage.
• Vision insurance coverage.
• 401k retirement savings plan.
• Paid holidays and vacation time.
• Professional development opportunities.
• Flexible scheduling options.