Senior Manager, Academic Fiscal Affairs

Urban Ridge Supplies

This position is a key member of the Office of Academic Resource Management and Fiscal Affairs reporting to the Associate Director, and is responsible for post-award research administration, change management projects and associated administrative operations related to academic programs/departments.

This position will serve the Post award function that is responsible for the post-award financial administration of all research and creative projects at NYUAD; this includes internal research funds as well as external grants, gifts and contracts. This position will provide oversight and support on all post award operations pertaining to the academic divisions, external grants, gifts and other research programs. The position is primarily responsible for central- and project-level financial administration of internal research funds awarded to faculty members, as well as external grants and gifts, ensuring grant expenditures are properly managed and reported to PIs, NYUAD leadership, and the Deans; and providing the point of contact for PIs, research support staff, and department managers. This position will also collaborate with the NYUAD Finance and Budget Office, NYU Office of Sponsored Programs and Sponsored Program Accounting/RFS to ensure compliance with established guidelines and best practices.

This position will also extensively support the academic technology needs, processes, and projects for the Office of Academic Resource Management and Fiscal Affairs. Critical responsibilities include serving as the lead on automation, implementation and change management activities and providing administrative oversight for academic programs and research divisions. This position requires a thorough understanding of fiscal policies, budgetary processes, budget development and financial analysis specific to academic and research activities.

The Office of Academic Fiscal Affairs supports the Provost, Deans, Vice Provosts, and other academic and administrative leaders in their budget and financial resource planning. It provides strategic recommendations and supporting analytics related to finances and resources associated with the academic and research mission of the University. The Office is also responsible for the establishment and communication of effective sponsored program administration policies and procedures.

Key Responsbilities:

Post Award Research Administration

• Oversee the post award administration of NYUAD s research portfolio including all internal faculty research funds, start-up funds, Provostial Research Enhancement Funds/other competitive grants, and external grants and gifts; ensure monitoring of expense vs budget on a quarterly basis
• Collaborate with partners in the Office of Academic Appointments and Budget Office to maintain accurate deliverables pertaining to faculty hiring and research awards
• Serve as the team lead on internal competitive grants including the Provostial research enhancement fund awards, publication grants, OIEE, etc. and their pertinent post award processes
• Use of all financial and other necessary systems (FAME, Project Costing, UDW+, BIA, CF authorization, Cayuse, etc.) and updating research accounts based on new awards/contracts/renewals/budget modifications:Act as the divisional administrator for Cayuse (pre and post award) SP as the point of contact to facilitate grant orientation for new/existing faculty
• Assist in new grant set up and related tasks to make funds accessible to faculty/PIs in a proactive manner
• Monitor project expenditures for all research grants i.e. Faculty research, Research Institute, external grants, etc
• Assist in processing AHRFs and WD positions in coordination with the Office of Academic Appointments in a timely manner
• Review and process external engagement submissions for the assigned divisions. Educate faculty and administrators on Upwork transition and implementation
• Assist in processing summer salary in coordination with Office of Academic Appointments for Research Institute, Faculty Research, External Grants, Gifts
• Assist faculty in Cayuse proposal submissions, prepare financial analyses, research award letter drafts and support seamless award letter approvals for faculty research funds
• Assist in reviewing and processing expense reimbursements and other routine tasks
• Resolve any accounting and reconciliation discrepancies regarding variances in projections, actuals, and budgets of all projects
• Assist in providing monthly reports to project PIs and management as required
• Complete annual expense review for research grants as per the audit framework
• Serve as the team lead for the budget development of assigned divisions and other core programs supporting research
• Maintain effective post-award records, reporting sponsored program expenditures, and the establishment of an efficient post-award infrastructure ensuring compliance with local, federal, University and sponsor requirements
• Collaborate with the pre-award team and the Office of Research in the budget proposal development reviews for new internal competitive grants including centers, REFs, etc
• Collaborate regularly with the Pre-Award team, OSP and SPA for seamless execution of all external sponsored research grants and contracts
• Prepare annual and final project financial reports and complete the close-out process
• Liaise with NYU SPA and external grant sponsors for carryforwards, NCEs, submission of financial reports, and close out processes
• Provide training and awareness to division administrators and faculty on post award administration policies and processes
• Perform any on-going reporting, analytical projects, related administrative tasks on an ad-hoc basis supporting the department
• Routinely meet and alert the Associate Director to issues surrounding post award administration for the assigned areas of responsibility

Change Management and Process Improvements

• Support the Director, Academic Fiscal Affairs, on pertinent academic technology needs, processes, and projects. Assist with a variety of special projects as needed including gathering and analyzing data, generating ad hoc reports, and making recommendations
• Working under the supervision of the Associate Director, Post Award Administration, serve as the system administrator for the eRA Grants Management System, Cayuse SP and pertinent modules; creating accounts and providing system training sessions to faculty and staff across a population of 400+
• Collaborate with NYU and lead the enhancement of the electronic systems needs for the NYUAD post award operations. This includes Cayuse, FAME, Oracle budgeting reporting tool or any other tool, Tableau Dean s Dashboard, etc