FINANCIAL (RESEARCH) JOB LEVEL GUIDE

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FINANCIAL (RESEARCH) JOB LEVEL GUIDE












December 2008

Page
1

of
6


JOB TITLE

FINANCIAL ASSISTANT

I,
RESEARCH

Non
-
Exempt

FINANCIAL ASSISTANT II
,
RESEARCH

Non
-
Exempt

FINANCIAL COORDINATOR,
RESEARCH

Exempt

FINANCIAL ADMINISTRATOR
,
RESEARCH


Exempt

SENIOR FINANCIAL
ADMINISTRATOR
, RESEARCH

Exempt


Position Overview
Statement


Under general supervision,
provides financial and
administrative support within a
work area or for a group of
individuals. Provides financial
support including processing, data
entry, responding to and making
calls on inquiries, problem
resolution and tran
saction
completions.


Under minimal supervision, provides
research administration financial
support
including reconciling
monthly accounts
for multiple
programs, projects or departments.
Anticipates and initiates actions
regarding office operations which
require knowledge of the Institute
and other departments.


Responsible for coordinating the
research administration financial
activities

for a DLC
. Duties include

providing financial a
nd budgeting
support, reconciling

and auditing

monthly accounts,
prepar
ing and
analyzing

budgets and financial
reports for multiple accounts.

Trains
research administration personnel.


Manages, administers, and oversees
the financial activities and research
administration for a DLC. Advises
Principal Investigators and other
faculty, research and administrative
staff on
matters pertaining to
research a
dministration.

Resolves
complex jou
rnal voucher issues.
Ensures compliance with sponsor
requirements, agency and award
terms and conditions, and MIT
policies.
S
upervise
s

research
administration
personnel.



Responsible for managing the pre
and post award grant and contract
activities for
all sponsored programs
for a DLC
(s)
.
Understanding the
strategic and operational objectives
of the DLC,
performs high level
financial work including budget
oversight,
financial planning

and
financial management.


Responsible
for the direct supervision and
mentoring
of research a
dministration
p
ersonnel. Recruits and trains staff;
conducts performance evaluations
and promotes professional
development of staff.
Ensures
compliance with
complex
sponsor
requirements, a
gency and award
terms and conditions, and MIT
policies.
Advises/counsels
all staff
on
financial matters.



FINANCIAL (RESEARCH) JOB LEVEL GUIDE












December 2008

Page
2

of
6


JOB TITLE

FINANCIAL ASSISTANT

I,
RESEARCH

Non
-
Exempt

FINANCIAL ASSISTANT II
,
RESEARCH

Non
-
Exempt

FINANCIAL COORDINATOR,
RESEARCH

Exempt

FINANCIAL ADMINISTRATOR
,
RESEARCH


Exempt

SENIOR FINANCIAL
ADMINISTRATOR
, RESEARCH

Exempt


Principal Duties &
Responsibilities

1.

Ensures that inquiries that
require a general
understanding of the work area
policies and procedures are
resolved, and that others are
brought to the attention of the
appropriate person.

2.

Researches and gathers
financial information for
projects assigned.

3.

Checks and verifies records,
prepares invoices and
vouchers, balances accounts
payable and/or receivable
records.

4.

Reviews
accounting
statements and report
s

discrepancies. Checks
purchases against statements
and maintains appropriate
files.

5.

Maintains fili
ng systems and
monitors efficiency.

6.

Updates manuals and
procedures for own area.

1.

Assist in preparation of budget
spreadsheets and projections,
proposal documentation and
forms related to research
administration.

2.

Processes accounts payable
including approvi
ng
invoices/RFP's and travel
expense reports, interacting with
vendors to answer questions and
resolve issues.

3.

Processes procurement
requisitions
, journal vouchers,
and verifies

credit card
purchases.

4.

Monitors activity in cost objects,
assists in assembl
ing accruals
and carry forward lists and close
outstanding P.O.'s and issue new
blankets for next fiscal year.

5.

Reconciles payroll, maintains
records, and assists with salary
forecasting, processes weekly
payroll with AA.

6.

Processes accounts receivable
inclu
ding billing/invoicing,
adjustments and changes.

1.

Coordinates the preparation,
review and submission of
budgets and/or grant proposals
for sponsored research and/or
financial accounts, following the
policies and procedures of CAO
and OSP. Oversee all account
closeouts.

2.

Reviews, processes, and tracks
paym
ents and reconciles all
bills, vendor invoices,
requisitions, vendor Pos and
requests for payment; works
with vendors and CAO to settle
billing discrepancies.

3.

Assists
Financial Administrator
,
Research
, DLC Manager(s)
and/or faculty with all aspects
resear
ch administration, meeting
regularly to review resource
plans and budgets.

4.

Oversees various financial
and/or research accounts with
the timely payment of invoices,
initial set
-
up, extensions and
close
-
outs. Ensures compliance
with applicable rules and
reg
ulations.


1.

Monitors the financial
performance of grants and
contracts to ensure compliance
with MIT and sponsor policies
and consistency with the
approved award budget.
Responsibilities include the
preparation of standard and
non
-
standard reports, financ
ial
analysis, forecasting,
preparation of graphs, and
dissemination of relevant
information to appropriate
faculty and staff. Oversees all
aspects of payroll process,
including effort certification and
vacation tracking.

2.

Prepares annual and quarterly
budg
et reports, budget forecasts,
and performs monthly and fiscal
year
-
end closing processes.

3.

Performs financial analysis of
special projects or proposals as
requested.

4.

Authorizes departmental
procurement transactions:
electronic card, requisitions,
petty cas
h on a regular basis.

5.

Performs needs analysis for
upgrades and improvements.
Researches new financial
systems solutions.

1.

Responsible for proposal
preparation and award
administration.

2.

Responsible for ensuring

DLC
is in compliance regarding
research
admini
stration/financial
activities.

3.

Handles

the most complex
proposals,
problems
and
projects
related to research
a
dministration.

4.

Develops

complex
financial
reports and forecasts that enable
PIs to effectively manage
research expenditures and
revenues.

5.

Liaison
with OSP, CAO, Audit,
and other Institute offices, as
well as with outside funding
agencies

6.

Responsible for developing
research administration staff
and ensuring high levels of
performance
. Ensures staff
receives the appropriate
training.

7.

Develops and imp
lements
process and procedure
improvements.



FINANCIAL (RESEARCH) JOB LEVEL GUIDE












December 2008

Page
3

of
6


JOB TITLE

FINANCIAL ASSISTANT

I,
RESEARCH

Non
-
Exempt

FINANCIAL ASSISTANT II
,
RESEARCH

Non
-
Exempt

FINANCIAL COORDINATOR,
RESEARCH

Exempt

FINANCIAL ADMINISTRATOR
,
RESEARCH


Exempt

SENIOR FINANCIAL
ADMINISTRATOR
, RESEARCH

Exempt


Principal Duties &
Responsibilities,
continued

7.

Performs other related duties
as required.


6.

Reconciles accounts, assists
with account closeouts,
maintains records, files and/or
reports on a regular basis,
generates reports on a weekly or
monthly basis and performs
account maintenance as needed.

7.

Processes invoices and monitors
expenses for compli
ance with
sponsor guidelines and in
accordance with approved
budgets.




5.

Monitors and manages internal
chargebacks. Reviews
applications for credit cards,
bringing issues of concern to the
attention of the
Financial
Administrator
,
Research and
reviews and
resolves swept
credit card charges. May
authorize expenditures within
department limits Forecasts
account balances. Manages
delinquent travel
expenditures/vouchers.

6.

Creates and maintains various
financial systems, including
budget and proposal tracking
sy
stem for multiple accounts.

6.

Advises Principal Investigators
and other faculty, research and
administrative staff on matters
pertaining to Research
Administration.

7. Supervises and t
rains
departmental staff engaged in
research administration
activities.

Provides input into
performance reviews.

8
.

In collaboration with
DLC
management, develops short
and long
-
term financial
management
strategies.

Supervision
Received


Work is monitored by
supervisor/manager or faculty
member(s), detailed ins
tructions
and procedures are provided.

Work progress is reviewed at key
stages by supervisor/manager or
faculty member(s); incumbent
follows precedents and procedures,
and may set priorities and organizes
work within general guidelines set by
supervisor/ma
nager.

Work is monitored at key milestones
and final stage by supervisor/
manager or faculty member(s).
Incumbent sets priorities and
organizes work within general
guidelines set by supervisor/
manager.

Work progress is monitored by
Administrative Officer;

incumbent
follows precedents and procedures,
and may set priorities and organizes
work within general guidelines set
by supervisor/manager.

Work progress is monitored by
Department Head

and/or AO
;
incumbent follows precedents and
procedures, and may set p
riorities
and organizes work within general
guidelines set by
supervisor/manager.

Supervision
Exercised

Not responsible for supervising
others. May train and coordinate
work of student employees and/or
temporary staff.

Not responsible for supervising
othe
rs. May train and coordinate
work of lower level staff members,
student employees and/or temporary
staff.

May guide work of others who
perform support or administrative
support. May organize, set priorities,
schedule and review work, but has
no responsibil
ity to hire, terminate,
review performance or make pay
decisions. May informally coach
others within the work unit or
processes and procedures.

Supervises work of others, including
planning, assigning, and scheduling
work. Reviews work and ensures
quality
standards are met. Trains
staff and oversees their productivity.
Coaches and manages people, and/or
provides project leadership. May
offer recommendations for hiring,
termination and pay adjustments.


Sets goals and quality standards for
area(s).

Respo
ns
ible for the direct
supervision and mentoring of
financial personnel. Recruits and
trains staff; conducts performance
evaluations and promotes
professional development for
financial staff.





FINANCIAL (RESEARCH) JOB LEVEL GUIDE












December 2008

Page
4

of
6


JOB TITLE

FINANCIAL ASSISTANT

I,
RESEARCH

Non
-
Exempt

FINANCIAL ASSISTANT II
,
RESEARCH

Non
-
Exempt

FINANCIAL COORDINATOR,
RESEARCH

Exempt

FINANCIAL ADMINISTRATOR
,
RESEARCH


Exempt

SENIOR FINANCIAL
ADMINISTRATOR
, RESEARCH

Exempt


Qualifications

Associates Degree preferred and 2
years'
experience in accounting or
finance.

Associates Degree preferred and
a
minimum of
3

years' experience in
accounting or finance.

Associates

Degree preferred and at
least 5

years' experience in
accounting or finance
.

BS/BA
preferred
and 5+ years'
experience
in accounting or finance
or combination of equivalent
experience. Requires financial
experience at a decision
-
making
level.

BS/BA and 7+ years’ experience in
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Master’s

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Knowledge, Skills &
Expertise

Requires full working knowledge
of general office practices and
procedures. Strong interpersonal
and communication skills.
Understands how work
performed
impacts on others outside the work
group. Proficient in use of Excel,
Word and Internet.

Requires full working knowledge of
general office practices and
procedures. Understands how work
performed impacts on others outside
the work group. Excellen
t
interpersonal and communication
skills to represent the work area and
Institute community. Strong
knowledge of Excel, Word and SAP
preferred.



Requires strong analytical,
organizational, and interpersonal and
communication skills. Prior grants
manageme
nt responsibility. Must be
solution and proposal oriented to
problem solving. Ability to take
initiative to implement and/or
improve established financial
processes in support of operational
area.

Strong Excel, Word and Internet
skills.

Knowledge of SAP o
r similar
accounting package required.
Relational database skills, Brio
Q
uery, and Coeus
strongly preferred.

Requires in
-
depth knowledge of
principles, practices and theories in
own professional discipline.
Requires project management skills;
designs solut
ions for
internal/external clients. Considered
a resource for others. May have
knowledge of more than one
professional discipline.


Advanced knowledge of Excel.
Knowledge of SAP or similar
accounting package required.
Relational database skills, Brio
Quer
y, and Coeus a must.

Requires in
-
depth knowledge of
principles, practices and theories in
own professional discipline.
Requires project management skills;
designs solutions for
internal/external clients. Considered
a resource for others. May have
knowledge

of more than one
professional discipline
. Integrates
new concepts, practices, and
emerging technologies into strategic
planning that affects the DLC as a
whole.



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Critical Thinking &
Problem
-
Solving

Identifies problems and finds
solutions to moderately complex
problems. Makes
recommendations for solutions to
unique problems. Uses relevant
information from various

sources
to solve problems that impact own
work area. Understands and
quickly incorporates new systems
and policies into existing
processes.

Through information gathering and
analysis, identifies problems and
develops solutions to complex
problems. Priorit
izes work, taking
into account own work area and
needs of larger work area. Interprets
and incorporates changes and new
systems into existing processes.

Helps others clarify somewhat
complex problems, adapts and
modifies established approaches.
Balances co
mpeting short
-

and long
-
term goals.

Recognizes problems or situations
that are new or without precedent.
Finds solutions using a systematic,
multi
-
step approach. Primarily
responsible for developing
improvements and innovations to
enhance performance.

Identifies, develops, and initiates
innovations and solutions where
precedents and procedures may not
exist. May work cross
-
functionally
to solve problems and implement
changes. Analyzes decisions and
actions for their support of the
DLC’s strategic direct
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FINANCIAL (RESEARCH) JOB LEVEL GUIDE












December 2008

Page
5

of
6


JOB TITLE

FINANCIAL ASSISTANT

I,
RESEARCH

Non
-
Exempt

FINANCIAL ASSISTANT II
,
RESEARCH

Non
-
Exempt

FINANCIAL COORDINATOR,
RESEARCH

Exempt

FINANCIAL ADMINISTRATOR
,
RESEARCH


Exempt

SENIOR FINANCIAL
ADMINISTRATOR
, RESEARCH

Exempt


Collaboration

Participates in formal and informal
group problem solving for
immediately issues. Identifies
issues in need of resolution within
own work area.

Interacts with faculty and staff in
offices such as OSP, CAO,
Procurement and Travel; shares
relevant information with those who
may be affected by decisions.

Participates in formal or informal
group problem solving for immediate
issues. Identifies and re
solves issues
in own work group.


Collaborates with faculty staff in
other offices such as OSP, CAO,
Procurement, Travel, Sponsors and
others within the Institution; shares
relevant information with those who
may be affected by decisions.

Participates in
formal or informal
group problem solving for immediate
issues. May provide facilitation for
group discussion. Identifies and
resolves issues in own work group.
Assists with issues that impact other
areas.


Actively seeks help in gathering
resources, solici
ts input, and uses a
variety of techniques to reach a
solution. Leads groups in setting
goals, monitoring progress.
Identifies the people critical to
resolving problems or reaching
decisions and brings them together.
Identifies need for outside support.

Re
sponsible for creating and
ensuring a positive environment for
solving problems. Is accountable for
successful group process and
achieving desired results within own
area or team. Mediates stalemates
within the group to move toward
conclusion
.

Communication
Effectiveness

Communicates and interprets
policies and procedures. Answers
moderately complex questions.
Seeks additional information to
perform assigned duties.

Communicates and interprets policies
and may develop procedures.
Conveys complex

information to
others and takes steps to ensure
understanding. Shares information in
a clear and concise manner. Tailors
communication to different
audiences.

Communicates and trains others on
departmental policies. Develops
internal procedures. Conveys
c
omplex information to others and
takes steps to ensure understanding.
Shares information in a clear and
concise manner. Tailors
communication to different
audiences.

Writes and presents reports,
contracts, and/or proposals for
internal and/or external
audiences.
Interprets other viewpoints and
assimilates them into work
processes. Formally transfers
technical or administrative
knowledge to others.

Handles broad
-
based, often complex,
communication for internal and/or
external audiences. Creates a forum
a
nd format for ongoing open
communication within one’s unit.

Decision Making

Duties and activities covered by
specific instructions, standard
practices and established
procedures that generally require
some interpretation. Gathers input
and makes
recommendations to
solve problems of moderate
complexity.

Decision making guided by general
instructions and practices requiring
interpretation. Automatically makes
decisions on routine issues. Makes
recommendations to solve more
complex problems. Evaluate
s and
determines consequences of decision
options.

Decision making guided by varied
and less defined instructions and
practices requiring broader
interpretation. Automatically makes
more
decisions on
complex
issues
and priorities for own work area.
Makes r
ecommendations to solve
and resolve highly complex
problems.

Responsibilities include regularly
making decisions and taking
independent action on matters
affecting a Department/School.
Participates in strategy development.

Responsibilities include regularl
y
making decisions and taking
independent action on matters
affecting a DLC. Participates in
decisions on strategy and direction
of the DLC in terms of research
administration.


FINANCIAL (RESEARCH) JOB LEVEL GUIDE












December 2008

Page
6

of
6


JOB TITLE

FINANCIAL ASSISTANT

I,
RESEARCH

Non
-
Exempt

FINANCIAL ASSISTANT II
,
RESEARCH

Non
-
Exempt

FINANCIAL COORDINATOR,
RESEARCH

Exempt

FINANCIAL ADMINISTRATOR
,
RESEARCH


Exempt

SENIOR FINANCIAL
ADMINISTRATOR
, RESEARCH

Exempt


Influencing &
Leading

Seeks opportunities and sets goals
for own development.
Identifies
and learns from
mentors/developmental advisors.

Seeks opportunities and sets goals for
own development. Identifies and
learns from mentors/developmental
advisors.

May serve as a
mentor/developmental advisor and/or
training resource to less exper
ienced
staff, providing an example with
regard to quality of work. May
provide guidance in routine tasks.


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Responsibility &
Accountability

Work may affect multiple
units.
Follows work
-
area and
administrative procedures to
complete work, but may
recommend changes that impact
own work area.

Work may affect multiple units.
Follows departmental procedures and
recommends changes to work area
processes. Accountable for end

product of own work as well as
others; however, is not responsible
for performance of others. Exercises
confidentiality
of
sensitive

information based on security
procedures.

Work may affect multiple units.
Determines and may develop
departmental procedur
es and
recommends changes to work area
processes. Accountable for end
product of own work as well as
others; however, is not responsible
for performance of others. Exercises
confidentiality of
sensitive
information based on security
procedures.

Job has sol
e responsibility for results
in own area. Determines methods
and systems to be used by others;
recommends policy and new
initiatives. Results and project plans
are reviewed as needed. Is
responsible for establishing short
-

and long
-
term goals of others. Ac
ts
to create opportunities for desired
change.

Job has sole responsibility for results
in
own area
. Determines methods
and systems to be used by others;
recommends new procedures and
new initiatives. Is responsible for
establishing short
-

and long
-
term
goa
ls for others. Acts to create
opportunities for desired change.


Possible Position
Titles



Assistant Fiscal Officer, Fiscal
Coordinator

Fiscal Offic
er, Financial Officer,
Fiscal

Administrator

Senior Fiscal Officer


Note: The positions in the Research
Administration job level guide are primarily responsible for research accounts. Depending upon the DLC, however, these posit
ions may also handle some non
-
research accounts.