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Research Administration Analyst

Posting Number: #239-21

Position Title: Research Administration Analyst

Closing Date: Until Filled

Location: Monrovia, CA/ Remote

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Program Summary

Children’s Oncology Group (COG), a project of PHI, is a National Cancer Institute (NCI) supported clinical trials cooperative group, and the world’s largest organization devoted exclusively to childhood and adolescent cancer research. Clinical research is conducted at more than 200 member institutions, which are leading children’s hospitals, universities, and cancer centers throughout the United States, Canada, Europe, Australia, and New Zealand. COG’s over 9,000 multi-disciplinary cancer researchers, affiliated with the network of member institutions, provide access to state-of-the-art therapies and the collective expertise of world-renowned pediatric specialists to children with cancer, regardless of where they live. Today, more than 90% of 14,000 children and adolescents diagnosed with cancer each year in the US are cared for at Children’s Oncology Group member institutions.

COG is primarily supported through cooperative research grants from the NCI.  COG also receives funding through other federal and non-federal grants, industry contracts and philanthropic partnerships. With offices in Philadelphia, PA (Children’s Hospital of Philadelphia), Monrovia, California (Public Health Institute) and Gainesville, Florida (University of Florida), COG’s overall annual operating budget is approximately $60M.

Toward its mission of improving treatment by increasing cure rates and reducing side effects, the COG currently conducts Phase I, II, and III active clinical trials and non-therapeutic biology studies, which enroll approximately 9,000 patients annually. COG’s goal is to cure all children and adolescents with cancer, reduce the short and long-term complications of cancer treatments, and determine the causes and find ways to prevent childhood cancer.

An overarching principle of COG is to ensure that the organization’s structure is optimized to maximize the potential for research that improves the outcome for every successive generation of children with cancer.

Position Summary

The Research Administration Analyst is part of the COG Finance Department and reports directly to the COG Senior Director of Finance. The Research Administration Analyst will be responsible for various research administration duties surrounding applications for funding, including preparing administrative and financial sections of COG grant applications and coordinating with investigators on budget development to ensure timely submission, as well as associated post award requests. In addition, the Research Administration Analyst will be part of the team that manages the day to day operations for COG finances, including procurement, invoice processing, expense coding, budget development, and reconcile and resolve discrepancies as needed.

Essential Duties & Responsibilities

  • Provide all aspects of the pre award & post award management support to the COG Senior Director of Finance and Executive Director of Administration & Finance, including preparing application submission and financial reports in an accurate and timely manner.
  • Provide policy guidance and assistance with all aspects of proposal development, administrative forms, sponsor-required certifications and representations, and compliance requirements for the applications.
  • Provide pre-award support by assisting with the preparation and submission of applications for funding, including budgets and other administrative aspects. Review and understand proposal requirements so that applications are prepared, approved, and submitted by established deadlines.
  • Prepare application budgets based on an understanding of organizational needs. Collaborate with Bid and Proposal to ensure proposals were reviewed and signed prior to preparing for submission.
  • Provide support to meet all grants or project submission reporting deadlines, including progress reports.
  • Maintain and track pending awards/applications; track deadlines to ensure proposals are submitted on time; track when grantees need to submit renewals, and prepare grant reports as needed.
  • Collaborate with the Office of Research Administration & Agreements to ensure sub award work orders are issued once Notice of Awards are received.
  • Compile program-related expense documentation related to specific queries from grantee organizations.
  • Provide routine financial analysis, forecasting and reporting to the COG Sr. Director of Finance and Executive Director of Administration & Finance.
  • Perform routine analysis to research problems, reconcile discrepancies, and compose correspondence. Alert the COG Sr. Director of Finance of any pertinent issues and propose and execute solutions.
  • Collaborate with COG Sr. Director of Finance to maintain systems to monitor budgets, expenditures, and financial projections. Provide ongoing assessment of COG’s financial management process and drive initiatives to enhance financial management and reporting to meet organization needs. This includes but is not limited to developing automated reporting/forecasting tools.
  • Provide analysis of trends and forecasts and recommend actions for optimizing available funds for grants and other funding.
  • Analyze and initiate general journal entries and budget line item transfers.
  • Oversee COG procurement and invoice processing, including verifying appropriate expense coding and authorization for expenditures. Research, compile and prepare appropriate procurement documentation for COG vendors. Work closely with COG office Administrators and provide back up as necessary to minimize impact to business operations.
  • Assist in ensuring that program employees are charging time and effort to appropriate activity codes on their timesheets.
  • Provide on-site program expertise in PHI policies and procedures impacting COG finance and communicate those to program staff as appropriate.
  • Assist with special projects within COG requiring finance support.
  • Contributes to COG finance team by maintaining knowledge of COG funding mechanisms and management strategy. Cross train job functions with COG Financial Analysts in the COG Finance Department.
  • Remain informed about federal and NIH grants policies, nonprofit best practices and state and federal law regarding nonprofit operations.
  • Perform other duties as assigned or requested.

Minimum Qualifications

  • Bachelors in Accounting, Finance, Business or related field is required, or substitute with 4 additional years of related experience.
  • 3 -5 years’ experience in research administration, including pre-award funding application preparation and post award administrative management of sponsored projects.
  • Minimum 5 years of accounting, budget, or financial experience.
  • Experience with National Institutes of Health (NIH) or other federal funding.
  • Experience in financial planning, reporting, and analysis; with knowledge of finance policies, practices, and systems.
  • Experience in or knowledge of nonprofit accounting, including sophisticated fund and grant accounting, compliance, and reporting.
  • Ability to gather, organize, and perform financial analysis assignments with limited supervision
  • Excellent math skills.
  • Strong reasoning and analytical skills.
  • Proficient in the use of Microsoft Office, especially Microsoft Excel, and common desktop/web applications.
  • Ability to handle multiple projects and prioritize projects with short deadlines.
  • Excellent verbal and written communication skills.
  • Ability to be an effective team player with ability to relate well with others.
  • Creative, resourceful, reliable, trustworthy, and discrete.
  • Demonstrate understanding of general ledger account analysis.
  • Familiar with Enterprise Resource Planning (ERP) software.

Desired Qualifications

  • Familiar with Peoplesoft preferred.

Important Information

  • This is a full-time (40 hours/week) position.
  • To qualify for this position, applicants must be legally authorized to work in the United States.
  • Our office is currently closed due to COVID-19 through December 2021.  We are currently working remotely and we expect this position will have remote workplace flexibility beyond December 2021.

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at Recruitment@phi.org.

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