Contracts Administration Manager jobs in Summerville, SC

Job Description Summary

Entity

Worker Type

Worker Sub-Type​

Cost Center

Pay Rate Type

Pay Grade

Scheduled Weekly Hours

Work Shift

Job Description

This position will have the primary responsibilities of compliance and pre/post-award administration of MUHA’s sponsored research grants and contracts. Additionally, the position will work directly with representatives of external sponsoring agencies, the MUSC Office of Research and Sponsored Programs (ORSP), MUHA/MCP Providers and research staff, MUSC faculty and staff, and MUSC Research Administration staff to ensure smooth operation of grant/contract functions. 

Manages and coordinates OurDay grant functions (OurDay is a complex Cloud Based Enterprise Resource Planning (ERP) System)/Office of Research and Sponsored Programs (ORSP) Integration Portal:  

- Each day independently initiates and extract new awards transmitted through the OurDay/ORSP Integration Portal.

- Analyze and monitor the integration to identify rejected awards.

- Coordinate with ORSP staff to troubleshoot and correct rejected transmitted award errors.  

Supports pre-award activities:

• Assist college-wide faculty, staff and students, by assisting with proposal development and submission through: Researching, selecting, and interpreting relevant grant announcements and other potential funding opportunities; Preparing/revising and negotiating budgets; Compiling, editing, and revising protocols and proposal components.

• Prepare completed grant proposals for submission to the University ORSP and granting agencies.    

• Creates and routes the electronic Internal Proposal Forms (IPF) for review and approval by all required personnel.                                                                                                     

Commences award setup upon receipt of finalized award:                                                        

• Responsible for managing the initial set up of grants/contracts to include basic award information and budget set up in order that spending can begin, assisting with training and providing support for external audit activities.

• Execute and manage all aspects of the grant’s set up process in a timely manner and with a high degree of accuracy in OurDay. 

• Independently manages and conduct complex data input into the Award, Grant, Budget, and Task components of OurDay.

• Adhere and ensure compliance with the Federal Uniform Guidance and MUSC/MUHA policies and procedures governing sponsored awards. 

• Facilitates and maintains communications with the MUHA Accounting, ORSP, Office of Clinical Research (OCR), cost center managers, Award Contract Specialist, Principal Investigators (PIs), and study team members throughout the grant set up progress and completion in OurDay.

• Responds to internal request for information related to the award set up data, relevant regulations and timelines.

• Facilitates the processing of notification to departments and PIs upon completion of set-up, revisions, added funds that the award is ready to accept expenditures.                                                                                               

Prepares of award modifications/amendments:

• Upon receipt of award modification or amendment, initiates the changes to the original award document.

• Ensures all related OurDay modules are updated (i.e., budget, invoicing)

Prepares financial reports and grants closeout:                                                

• Prepares financial reports, grant closeout, manual journal entries and other tasks as required.

• Prepare and file the quarterly Federal Financial Report (FFR) for the Letters of Credit (LOC) awards, and perform funding, cash and expenditure reconciliations.                                             

• Responsible for completing and filing Federal financial reports to award sponsors in a timely and accurate manner, including any special requirements such as cost share, program income or Small Business Administration reporting (includes final, quarterly, and other time frames based on sponsor requirements).

• Compiles and maintains contract and grant files and related records. Closes completed grant and contract files in a timely and accurate manner. 

Post-award processing and monitoring of sponsored awards:

• Responsible for all post-award processing and monitoring of sponsored awards.

• Responsible for ensuring all budgetary, personnel and reporting requirements are met and in compliance with all pertinent regulations and guidelines.

• Prepares and manages adjustments to research proposals, contracts, supplemental fund requests, amendments, subcontracts, re-budgeting, extensions, and other business and financial provisions.

• Serves as liaison among funding agencies, departmental administrators and researchers and provides advice regarding grant and contract requirements and provisions of contractual reporting.

Research Center Service/Recharge Center Rates:

• Identify MUHA Research Service/Recharge Centers.

• Prepare initial rates or review current rates.

• Ensure the rates to be applied to sponsored grants and contracts are prepared in accordance with MUSC’s/MUHA’s policies and procedures as well as Federal Cost Accounting regulations.

Monitor subrecipient and subaward processes.

• Maintain and update the database of MUHA’s pass-through entities to include accurate addresses and contact information.

• Perform subrecipient monitoring such as requesting and reviewing Federal audit reports obtained from subrecipients and completing required Subrecipient checklist for audit purposes.

• Manage the subaward invoice database and process to ensure timely processing in accordance with Federal requirements.                                                                                                                                                                          

Manage financial activities:

• Responsible for performing the cash-related activities in support of all sponsored payments, including invoicing, accounts receivables, the federal Letters of Credit (LOC), incoming sponsor payments issued by check, wire, and Automated Clearinghouse (ACH) as well as tracking subaward invoices received by MUHA to ensure they are processed in a prompt manner.

• Process Letter-of-Credit (LOC) cash draws utilizing various cash draw systems.

• Prepare invoicing for Federal and non-Federal awards and act as the point of contact for billing inquiries.

• Process installment or cost reimbursement invoices for Non-Federal or Federal Pass-Through grants and contracts and act as the point of contact for billing inquiries.

• Process receipts of sponsor payments and ensure they are credited to the correct award and invoice. 

• Track sponsored project receivables and initiate collection communication.

• Reconcile sponsored project receivable and follow up on unbillable issues.                                                                                                                                        

Support Facilities and Administrative (F&A) Cost Distribution:

• Maintain and monitor the computerized system used to compute F&A expenses and allocate F&A revenues for all sponsored grants and contracts; to include monthly report to leadership of F&A revenue received.                  

• Collaborate with ORSP to prepare the experienced and projected Composite Fringe Benefit Rate Study used to establish fixed rates charged to sponsored projects.

• Quarterly Composite Fringe: Perform weekly and monthly Fringe Benefits Data maintenance to ensure that the correct Fringe Benefit Rate is being applied and that the code tables are updated.

• Continue to develop skills in CRIS in preparation of future proposals. Use most current financial information to remain familiar and increase knowledge in preparation of the next F&A rate proposal through use of practice years.

Additional Job Description

Requirements:

• A bachelor's degree in business administration, accounting, public administration or the social sciences and four years’ experience in contracts and grant administration activities. 
• Ability to interpret Federal, State, and Institutional policies and procedures dealing with grants and contracts requirements.
• Demonstrated ability to gather data, analyze facts and prepare reports.
• Must be able to communicate effectively with government, institutional and program officials.
• Skilled in the use of mathematical concepts. 
• Ability to meet deadlines while being detailed-oriented.
• Excellent knowledge of Microsoft software, especially excel spreadsheets.
• Ability to prepare material and train departmental staff.
• Employee is supervised through consultation and is expected to work independently at a professional level.
• Committed to fostering a workplace culture of belonging, where diversity, equity and inclusion are celebrated and are core values.
• Ability to work in dynamic work environment.

Preferred Requirements:
• Master’s degree in business administration, public administration, healthcare administration, or other related field.
• 4 years accounting experience
• Strong analytical experience
• Experience working in Complex Cloud Based Enterprise Resource Planning (ERP) System
• Higher education and/or not‐for‐profit experience related to Grants Administration
• Effective training techniques
• Ability to express information concisely, analyze data and formulate ideas logically orally and in writing.

• Experience preparing and working with budgets.

Physical Requirements

• Employee is expected to maintain confidentiality of sensitive information, especially salaries of personnel.

• Requires good eye/hand coordination, ability to hear & speak clearly, express information concisely, analyze data and formulate ideas logically orally and in writing.

• Able to travel to various divisions throughout MUSC Health.

If you like working with energetic enthusiastic individuals, you will enjoy your career with us!

The Medical University of South Carolina is an Equal Opportunity Employer. MUSC does not discriminate on the basis of race, color, religion or belief, age, sex, national origin, gender identity, sexual orientation, disability, protected veteran status, family or parental status, or any other status protected by state laws and/or federal regulations. All qualified applicants are encouraged to apply and will receive consideration for employment based upon applicable qualifications, merit and business need.

Medical University of South Carolina participates in the federal E-Verify program to confirm the identity and employment authorization of all newly hired employees. For further information about the E-Verify program, please click here: http://www.uscis.gov/e-verify/employees