Principal Administrative Analyst: Detailed Job Description 11-27-07 The School of Social Welfare is a professional school offering degrees at the masters (MSW) and doctoral (PhD) levels and a department which offers a Bachelor of Arts degree. The school is organized into three divisions and a Dean’s office. The divisions are (1) the instructional program providing education to 240 graduate and 200 undergraduate students, (2) the Center for Social Services Research (CSSR) providing research and evaluation in support of the public social services, and (3) the California Social Work Education Center (CalSWEC) providing statewide public service, training, and education in child welfare and mental health. The California Social Work Education Center (CalSWEC), a unique statewide consortium of universities focused on meeting professional training needs of the state is seeking an experienced business manager with strong financial, organizational, and analytic skills. CalSWEC collaborates with 18 other universities to deliver training to students and other professionals in the areas of child welfare, community mental health, and aging. Annual expenditures approximate $35M annually in the form of state contracts, federal and private grants. CalSWEC functions under the auspices of the UCB School of Social Welfare which is ranked as one of the nation's top schools in its field. The Business Manager is responsible for budget development, financial transactions and analysis, invoice processes, research administration (including master contracts and subawards), accounting, business services and office operations. The position has internal responsibilities as well as state-wide scope which involve collaborating and working with officials at state agencies and participating universities. The central CalSWEC program is located off-campus in the Marchant Building (San Pablo Ave @ 67th Street). Major Areas of Responsibility: Pre-Award: (20% FTE) • Independently prepare master agreements (contracts) for the Child Welfare Title IV-E Program ($27 million), the Mental Health Stipend Program ($6 million), the Regional Training Academy Coordination Contract ($1+ million annually) and for local grants, private gifts, and other extramural projects under the auspice of CalSWEC. This approximates $35 million annually in contracts and other awards, as well as the creation of over $30 million in sub awards to 18 schools under subcontract to CalSWEC. (Approximately 40 sub awards annually.) • Independently work with deans, directors, project coordinators, CSU foundation representatives, SPO, and/or state and local officials during the pre-award stage. • Prepare complex and detailed budgets incorporating proposals from subcontracting schools and U.C. Berkeley projects. Estimate personnel costs, fringe and indirect rates, stipends, supplies & equipment, travel, and use of outside consultants, trainers, or providers of professional services. Consider complex federal, state, and local requirements, FTE and dollar limits for line items, and complex formulae for matching fund requirements. • Review and analyze proposals to determine reasonableness of projects, adequacy of budget to meet project objectives, conformance to contract (federal, state, or local) and/or subcontract requirements, and sufficiency of and compliance with matching requirements. • Carefully estimate and create a formulaic algorithm to be used by schools to ensure
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that sufficient matching funds are generated by the public schools in order to cover the total matching pool requirement (estimated at $8 million for the IV-E program). Work closely with SPO, state and local funding agencies, UC Risk Management, and the Dean’s Office to review, determine, and help negotiate complex contract language, and to ensure that all requirements for proposal submission have been met including conformity to agency and SPO requirements, financial disclosures, direct costs within stated limits, matching funds within stated requirements, letters of commitment have been obtained, and deadline dates are met. Complete final master contract or grant proposals, as well as subcontract documentation for review by the CalSWEC Director, and for approval of the Assistant Dean and the Dean or P.I.
Invoicing: (20% FTE) • Establish an invoice schedule for the quarterly claims submitted by subcontracting schools. Provide instructions to schools and maintain an on-going line of communication between subcontracting schools, CalSWEC, the Dean’s Office, and awarding agencies. The IV-E and Mental Health programs each generate about 18 claims up to four times a year for each master contract (approximately 150 invoice claims annually across several programs). These claims include direct dollars claimed as well as matching dollars reported and reported allocations of FTE in approved line item budgets. • Review and analyze these quarterly claims for accuracy, dollar and FTE control limits, compliance with Master contract and Sub Awards, and control for errors or omissions. Continually remind schools of the need to maintain appropriate documentation in case of audit. • Independently resolve invoice discrepancies with subcontracting Universities (either with Deans, directors, project coordinators, CSU foundation officials), the UCB Financial Services Office, the California Department of Social Services and/or the state Department of Mental Health. Consult regularly with the Assistant Dean on these matters. • Create a master invoice each quarter using the information from the quarterly claims, carefully analyze the dollar claims and matching funds, incorporate Berkeley’s costs and claims, arrange for intramurals claims from UCLA through a separate budget process, and submit quarterly master invoice to the State Department of Social Services and the State Department of Mental Health (or Los Angeles County--pending) on behalf of the campus Financial Services Office. • The invoice process is performed by the Principal Analyst on behalf of Extramural Funds Accounting due to the extraordinary manual reporting requirements which are beyond the scope and capacity of EFA. • Work closely with EFA to ensure that payments are made in full, and resolve any discrepancies or disallowances. Carefully monitor (with EFA) that no shortfall or overdraft exists between total costs claimed and income received. If any claims have been disallowed, the Principal Analyst must initiate recovery from the cognizant school(s). Post-Award Contracts, Financial Analysis, and Fiscal Services: (20% FTE) • Independently work with key personnel (deans, directors, projects directors, CSU foundation officials, the CalSWEC Director, the Assistant Dean and Dean at UCB, and officials in state and local agencies) to ensure adherence to agency and University regulations, timely and accurate reporting, files and records are maintained.
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Anticipate requirements for pre-award funding and seek approval of Assistant Dean for Advanced Funding, and oversee the preparation of no-cost extensions, re-budget and carry-forward requests. Ensure that funds are appropriately expended, no overdrafts exist, and that all close outs are completed. Approximately three years of funding (+$90 million) are open at any one time during the periods of advanced funding, final funding, delayed invoicing, close outs, and inactivation of fund). Ensure timely submission of fiscal reports to sponsoring agencies, initiate and prepare fiscal close-out documents, and ensure that appropriate administrative and business activities have terminated on expired contracts.
Fiscal Administration: (20% FTE) • Set up awards, establish fund numbers, flex fields, speed types, and fund advances where applicable. • Review and approve BFS purchase orders and zero-cost adjustments; determine appropriateness of transactions, initiate journal entries, re-budgets, and transfers of funds. • Establish and exercise effective control and accountability, ensure policy compliance and adherence to terms and conditions of awards, and to University regulations. • Review and approve actions requiring Dean’s Office approval such as consulting agreements, professional services agreements, trainer payments, participant payments, and entertainment and honoraria requests; and any actions requiring higher authority. • Provide financial support leadership to Director, Project Directors, and fiscal leadership to subcontracting Universities. • Ensure complete, detailed records of award files, purchase transactions, financial transactions, and administrative activities; establish proper audit trail. • Participate in, and ensure availability and veracity of documentation, in State/Federal audits of the contracts. • Establish internal procedures for BFS preparers to ensure that all purchase orders and administrative documents are properly prepared and documented. Office Management: (20% FTE) • Direct supervision of 2.0 FTEs. 1.0 FTE Administrative Assistant III-Supervisor (in charge of administrative activities of the CalSWEC central office) and 1.0 FTE Administrative Analyst (who assists with BFS, invoicing, and sub awards) plus parttime and casual help as needed. • Initiate and process staff, academic, and student personnel recruitment in conjunction with the Deans Office procedures. Work with the Assistant Dean for final approval of recruitments, hire and salary. • Monitor and evaluate performance of staff supervised. Review and analyze staff training needs. Provide and arrange for training as needed. • Design, create, and implement office procedures and staffing requirements as CalSWEC changes. Introduce new procedures to support staff where applicable. Monitor effectiveness and modify as necessary. • Serve as IT liaison with IT support contractors to access needs and engage in problem solving. • Review and verify submission of all personnel timesheets at end of month. Submit to the Social Welfare Payroll Specialist by the stated monthly deadlines.
Qualifications Required • Knowledge of University accounting policies and procedures, and A-21 costing guidelines • Knowledge and excellent skills using BFS, BAIRS, E-Recruit, and CDS on line campus programs. • Knowledge of Sponsored Projects guidelines and proposal submission procedures, and contract negotiation and preparation. • Knowledge of the State/Federal reimbursement policies and procedures (Title IV-E of PL96-272 of the Adoption Assistance and Child Welfare Act; Mental Health Services Act) • Excellent Financial, budget, and Invoice accounting skills • Highly developed financial, budgetary, and administrative analytic skills • Organizational skills • Computer, spreadsheets, and word processing skills • Writing, editing, and verbal skills • Extreme attention to detail • Ability to perform duties independently, to resolve problems, and to work and communicate effectively with staff, students, University personnel, subcontractors, and State personnel. • Ability to work effectively in a team environment • Knowledge of standard business practices • Ability to manage workload, and to work under pressure • Ability to assist, participate, and contribute as a member of the Assistant Dean’s Management/Accounting Team. • Knowledge of public services, public contracting, and public funding. Preferred Qualifications • Knowledge of the State/Federal reimbursement policies and procedures including A-21cost principles and SAS 112 reporting requirements. • BS/BA in a field related to administration and planning, accounting, financial analysis, budgeting, and/or project management. .