Accountant II - Breast Medical Oncology

The mission of The University of Texas M. D. Anderson Cancer Center is to eliminate cancer in Texas, the nation, and the world through outstanding programs that integrate patient care, research and prevention, and through education for undergraduate and graduate students, trainees, professionals, employees and the public.

ESSENTIAL JOB FUNCTIONS  

Account Reconciliation and Maintenance:

 Performs timely and accurate monthly reconciliation and reporting of non-personnel expenses on departmental chartfield strings including CRFM, RFM, EFM, Grants, PRS Development fund, Chairman’s fund, and department M&O.

Ensure all expenses are in compliance with departmental, institutional and state guidelines and reports discrepancies to management.

Provides recommendations and creates more efficient methods for financial management through macro creation, standard operating procedure preparation and enhanced reporting.

Review all purchase requisitions and all expenses for ad hoc approval.

Initiates non-salary cost transfer (NSCT) for management approval.

Initiate IDTs for payment of internal services.

Maintains controlling records required to ensure accuracy of all data entered into the accounting system for designated departmental chart field strings.

Request new chartfield strings as needed.

Responsible for monthly statistical samples (STAT) by pulling support documents and ensuring expenses are appropriately documented.

Reviews pro-card reconciliations, ensures pro-card deadlines are met and expenses are reallocated appropriately with review and approval by cardholder and cardholder’s supervisor.

Update chartstring attribute tool (CAT) regularly to ensure primary signature authority, delegate signers, and fund receivers for all fund groups are complete and accurate.

Prepare and submit any necessary ePAFs and direct retros to ensure all personnel is allocated to the correct chartfield string.

Interacts with all levels of personnel within the department, other institutional departments, as well as outside companies to resolve problems/errors or questions regarding basic accounting reconciliation items.

Acts as a resource to administrative support staff and faculty regarding fund expenditure guidelines, purchasing procedures, and travel reimbursements. 

Financial Reporting and Department Financial Support:

Proficiently uses institutional reporting tools, such as PeopleSoft, OBIEE and EPIC cubes to run and extract data for reporting as requested.

Monitor chartfield strings for balances and budget variances using PeopleSoft and OBIEE.

Complete monthly personnel projections, personnel trending analysis and research any variances +/-10%.

Run monthly free balance reports for all faculty and provide assistance to faculty in the expenditure of funds available.

Complete monthly projection reports for faculty, department administrator and Senior Financial Analyst. 

Pulls financial data from multiple institutional sources and consolidates information in a meaningful way, advises faculty and presents complex financial information to all levels of personnel.

Attend financial meetings with faculty including Senior Financial Analyst to review all their accounts, effort and free balances.

Designs and prepares ad hoc reports upon request for special projects and initiatives.

Serves as a backup in absence of Senior Financial Analyst. 

Clinical Trial Financial Management:

Collaborates with Protocol Administration Team in identifying payment milestones associated with research contracts, and works with Grants and Contracts and Clinical Research Finance to prepare invoices to send to Sponsors based off meeting study milestones, invoiceables, etc.

Reviews executed contracts and is able to extract information from various systems in order to make independent judgements on payment milestones and invoices.

Monitors and reviews Oncore financials for BMO Research and troubleshoots logging in of visits with clinical trial staff in order to accurately apply payments and issue invoices.

Ensures timeliness and accuracy in all clinical trial financial payments and monitoring, and communicates effectively with teams and PIs if any concerns arise.

Ensures all financial controls and audited best practices are followed and provides suggestions on how to improve processes.

Keeps apprised of latest financial system reports and clinical research finance initiatives.

Provide post award support for clinical trial studies including, but not limited to, maintaining overall income tracking spreadsheet for clinical trials, monitoring cash balances, and reconciliation for close-out requests.

Assist with clearing account deficits, review and confirmation of payments and expenses, residual transfers, and closeout. Includes contacting sponsors in order to resolve outstanding award balances. 

Budgets:

Assist Senior Financial Analyst in the preparation of department’s annual operating budget with projections for revenue, expenses, budget revisions, data entry into the budget system

Construct tools for analysis and reporting during the budget and forecasting process as well during the fiscal year.

Works with Protocol Administration Team to prepare budgets for industry-sponsored clinical trials.

Prepares and reviews Budget Authorization Forms

Participates in negotiations with industry sponsors and CRO’s to process new and amended clinical trial budgets.

Analyzes sponsors’ budget proposals to determine if the proposed funding is adequate to cover costs associated with trials depending on their complexity, the frequency of patient visits, and the reporting requirements

Counters proposals if required and finalizes budgets with the sponsor • Ensures a quick turnaround time to complete budgets and activate studies in a timely manner to meet industry standards. 

Participant Remuneration:

Tracks, monitors, and manages all patient remuneration including reimbursements and stipends for clinical trial participants. Includes scanning and filing supporting documentation.

Issues bank cards using MD Anderson vendor to clinical trial staff after supporting documentation is reviewed, verified, and filed in research records.

Collaborates with study team to log visits in sponsor and/or third-party portals to issue payments to participants after participants have met study requirements for reimbursement/stipend.

Works with protocol administration team, sponsor, study team, and participant to resolve any discrepancies in remuneration.

Maintains audit-ready files for review at any point during life of clinical trial. 

Post Award Grant Financial Management:

Collaborates with Grant Team in identifying invoice milestones associated with research agreements and works with Grants and Contracts to prepare invoices to send to Sponsors based.

Ensures timeliness and accuracy in all financial payments and monitoring and communicates effectively with teams and PIs if any concerns arise.

Ensures all financial controls and audited best practices are followed and provides suggestions on how to improve processes.

Keeps apprised of latest financial system reports and research finance initiatives.

Provide post award support for awarded grants including, but not limited to, maintaining overall individual project tracking spreadsheets, monitoring balances, annual awarded monies, reconciliation for annual and final financial reporting, and close-out requests.

Assist with clearing account deficits, review and confirmation of payments and expenses, residual transfers, and closeout.

Participate in internal quarterly effort reporting by ensuring appropriate effort is applied to grant accounts.

Communicate effort reporting issues and help resolve the issues through communication, research, and active use of systems.

Work with the Grant Team to maintain effort reporting tracking sheets in a timely manner and provide input to continuously improve the reporting process. 

Other duties as assigned.