Senior Financial Analyst - Effort Reporting Specialist

Discover Vanderbilt University Medical Center:  Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of diverse individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and where your diversity of culture, thinking, learning, and leading is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

Finance-Acad/Res Spec Proj

Job Summary:

JOB SUMMARY
The Senior Financial Analyst-Effort Reporting Specialist is a key component in oversight and monitoring activities related to the effort reporting process within VUMC. This role ensures compliance with federal, state, and institutional regulations related to effort certification on sponsored projects and the related accuracy of those labor expenses. The specialist will work with department research administrative staff and faculty to provide guidance and support in accurately documenting and certifying effort.

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Key Responsibilities

Compliance and Audit:

• Review and approve payroll accounting adjustments (PAAs) daily for accuracy, timeliness, and proper documentation
• Enter PAAs centrally for changes in effort certification as needed
• Perform manual Reconciliation of certification data vs. GL data
• Request and manage recertification of prior periods as needed
• Ensure compliance with federal, state, and institutional regulations regarding labor expenses, salary over the cap, cost transfers, and effort certification
• Assist in audits and resolve any discrepancies or issues related to effort reporting
• Maintain up-to-date knowledge of relevant regulations and guidelines

Activities in Workday:

• Develop expertise in Workday Effort Reporting (not required experience prior to hiring)
• Perform the following activities in Workday: PAA review, Effort Trend reporting, Pay Results review, Cost Transfer review, PCA review, Effort Certification review

Training and Support:

• Support departments to complete PAAs correctly including standardized documentation practices and timely submission of PCAs
• Provide on-going “hands-on” training and troubleshooting and actively participate in daily office hours for all related activities including effort certification, cost transfers, PAAs, PCAs, salary cap, cost share, retroactive payroll adjustments
• Develop and assist in conducting training sessions for faculty, researchers, and administrative staff on effort reporting requirements and procedures.
• Provide ongoing support and guidance to staff regarding effort reporting policies and best practices.
• Review and update training materials and resources.
• Participate in testing as requested for Workday payroll-related items.

Data Analysis and Reporting:

• Analyze effort reporting and payroll accounting adjustments data to identify trends, issues, and areas for improvement.
• Prepare regular reports for management on effort reporting status and compliance and associated grant metrics.
• Collaborate with the finance and grants management teams to ensure alignment and accuracy in reporting.

Process Improvement:

• Evaluate current effort reporting processes and identify opportunities for improvement.
• Implement procedures to streamline and optimize the effort reporting workflow.
• Stay informed about industry best practices and incorporate them into VUMC  processes.

Effort Reporting Management:

• Support VUMC effort reporting practices, ensuring timely and accurate reporting.
• Assist in the distribution, collection, and review of effort reports.
• Monitor effort reporting deadlines and send reminders to ensure compliance.

Qualifications:

Education:

• Bachelor’s degree in Business Administration, Finance, Accounting, or a related field. Master’s degree preferred.

Experience:

• Minimum of 3-5 years of experience in research administration, grants management, or a related field.
• Experience with effort reporting systems and processes in a research setting is highly desirable.

Skills:

• Strong understanding of federal regulations related to effort reporting (e.g., Uniform Guidance, NIH policies).
• Excellent analytical and problem-solving skills.
• Proficiency in using effort reporting software and databases (Workday experience not required)
• Strong organizational skills and attention to detail.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.

Work Environment:

• Fully remote

TECHNICAL CAPABILITIES
• Communication of Results (Advanced): Communicates results and recommendations to customers in a concise and non-technical format. Clearly states implications and potential next steps. Presents analysis, ideas, and findings using the appropriate data visualization and presentation tools [such as Word, Excel, Tableau, and PowerPoint].
• Written Communication (Advanced): Demonstrates the ability to write clear, detailed, and comprehensive status reports, memos and documentation. Demonstrates an understanding of effective composition, such as having first line in a paragraph state the subject.
• Financial Analysis (Advanced): The process of evaluating businesses, projects, budgets, etc. to determine their performance, stability and profitability.
• Problem Solving (Advanced): Uses critical thinking and process improvement i.e. coaches and mentors development of problem statement, describes current state, identifies root causes, creates future state, coaches and mentors development of solutions and action plans with a sustainability plan. Applies appropriate tools to address issues.
• Project Management (Advanced): Planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives.
• Peer Leadership (Novice): The ability to show leadership and influence people of equal rank in an effort to accomplish team goals.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

Organizational Impact: Independently delivers on objectives with understanding of how they impact the results of own area/team and other related teams. Problem Solving/ Complexity of work: Utilizes multiple sources of data to analyze and resolve complex problems; may take a new perspective on existing solution. Breadth of Knowledge: Has advanced knowledge within a professional area and basic knowledge across related areas. Team Interaction: Acts as a "go-to" resource for colleagues with less experience; may lead small project teams.

Core Capabilities :

Supporting Colleagues: - Develops Self and Others: Invests time, energy, and enthusiasm in developing self/others to help improve performance e and gain knowledge in new areas. - Builds and Maintains Relationships: Maintains regular contact with key colleagues and stakeholders using formal and informal opportunities to expand and strengthen relationships. - Communicates Effectively: Recognizes group interactions and modifies one's own communication style to suit different situations and audiences. Delivering Excellent Services: - Serves Others with Compassion: Seeks to understand current and future needs of relevant stakeholders and customizes services to better address them. - Solves Complex Problems: Approaches problems from different angles; Identifies new possibilities to interpret opportunities and develop concrete solutions. - Offers Meaningful Advice and Support: Provides ongoing support and coaching in a constructive manner to increase employees' effectiveness. Ensuring High Quality: - Performs Excellent Work: Engages regularly in formal and informal dialogue about quality; directly addresses quality issues promptly. - Ensures Continuous Improvement: Applies various learning experiences by looking beyond symptoms to uncover underlying causes of problems and identifies ways to resolve them. - Fulfills Safety and Regulatory Requirements: Understands all aspects of providing a safe environment and performs routine safety checks to prevent safety hazards from occurring. Managing Resources Effectively: - Demonstrates Accountability: Demonstrates a sense of ownership, focusing on and driving critical issues to closure. - Stewards Organizational Resources: Applies understanding of the departmental work to effectively manage resources for a department/area. - Makes Data Driven Decisions: Demonstrates strong understanding of the information or data to identify and elevate opportunities. Fostering Innovation: - Generates New Ideas: Proactively identifies new ideas/opportunities from multiple sources or methods to improve processes beyond conventional approaches. - Applies Technology: Demonstrates an enthusiasm for learning new technologies, tools, and procedures to address short-term challenges. - Adapts to Change: Views difficult situations and/or problems as opportunities for improvement; actively embraces change instead of emphasizing negative elements.

Position Qualifications:

Responsibilities:

Certifications:

Work Experience:

Relevant Work Experience

Experience Level:

4 years

Education:

Bachelor's

Vanderbilt Health recognizes that diversity is essential for excellence and innovation. We are committed to an inclusive environment where everyone has the chance to thrive and to the principles of equal opportunity and affirmative action. EOE/AA/Women/Minority/Vets/Disabled