PAY GRADE: 32E

CONTEXT OF THE JOB:

Under the limited direction of the manager, Financial Compliance, Audit & Effort, the Effort Certification Manager is responsible for all aspects of the effort certification system and the fiscal compliance with federal regulations. Effort certification is a requirement of the federal government whereby all recipients of federal funds must certify their time spent on sponsored programs. The University of Delaware expended $270 Million in federal funds in FY 23 The effort system produces more than 5,000 reports for employees to certify three times per year. The complex system requires significant technical support as well as constant monitoring and campus-wide training to ensure compliance and accuracy. The Manager is the expert on effort certification as it relates to labor compliance for sponsored programs and must continuously stay apprised of the changing federal regulations and interpretations. The position has significant influence and decision-making as it relates to UD governing policy and procedures associated with effort certification. The system is audited annually as part of the Single Audit and undergoes internal and federal audits of varied frequency.  This position will lead efforts to increase compliance to university, federal, state, and industry research standards through routine monitoring of financial and other post-award data.

General responsibilities include managing the university’s effort reporting process and supporting an effective audit function within the University Research Office, ensuring the University’s sponsored programs’ compliance with 2 CFR 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for federal awards, relevant program-specific compliance requirements and university policies and procedures.

MAJOR RESPONISBILITIES:

• Manage the effort certification system with guidance from the Manager of Compliance, Audit and Effort; technical, data, and training elements included. Liaison with IT to troubleshoot, support, and enhance the system.
• Working with the Manager, Financial Compliance, Audit, & Effort develop, interpret, and refine UD policies regarding effort/labor compliance.
• Interpret federal regulations and create and influence procedures to assure compliance with changing interpretations while minimizing administrative burden.
• Determine the allowability of labor charges on sponsored programs, making independent decisions which affect the salary distribution of faculty and staff. Determine whether charges are allocated to sponsored projects and approval or disapproval of cost transfers related to certification adjustments and revisions.
• Create new batch certifications for each certification period; create new or revised certifications as needed and monitor that proper justification is provided. This position is one of two people with security access to create new certifications and has primary responsibility for revising effort certifications for all employees.
• Monitor the system for accuracy, troubleshooting problems and escalating issues, working with IT as the primary contact for the system.
• Monitor aging certifications; provide appropriate dunning to the delinquent effort administrators, monitor for completion for the institution and follow Research Office escalation process.
• Manage the effort certification data.
• Perform monthly DHHS/NIH Salary Cap analysis to ensure compliance.
• Assist Post-Award team with NSF 2-month salary limit analysis.
• Campus liaison for effort certification; serve as consultant to department administrators and faculty as they navigate the system or need assistance understanding the data output.
• Analyze salary for completed efforts in support of the close-out audits.
• Manage all aspects of the payroll sample of the annual external A-133 audit (Single Audit) and support other aspects of the Single Audit.
• Aid the Manager, Financial Compliance, Audit & Effort with all financial audits as needed.
• Train the campus users on all functions of the effort certification system. Train the campus on the regulations which support the effort certification requirement. Training extends to faculty as well as administrative staff.
• Perform other projects/duties as assigned.

Qualifications:

• Bachelor’s degree and 5 years of related experience, or equivalent combination of education and experience. Experience in higher education or research-intensive institution preferred. Degree in finance, accounting, business administration, or other job-related discipline preferred.
• Advanced knowledge of OMB Circulars A-21, A-110, A-133, 2 CFR 200, governmental accounting and cost principles and other pertinent external regulations and management relating with effort certification in a federally funded environment.  
• Effective oral and written communication and organizational skills.  Able to make effective presentations to groups.
• Knowledge of and familiarity with internal controls over research activities
• Knowledge of financial audit requirements and audit reporting.
• Internal Audit, ERM, or compliance audit experience in an Institution of Higher Education or research lab/institution desirable.
• Strong analytical skills and aptitude for understanding complex systems. 

• Ability to use advanced techniques in word processing, spreadsheets, databases, presentation software, and enterprise systems is essential.
• Demonstrated customer service skills, and ability to meet multiple deadlines.
• Ability to resolve complex financial problems and issues.
• Ability to develop and present educational programs and/or workshops.
• Demonstrated analytical skills and strong aptitude for understanding complex systems required.
• An understanding of generally accepted accounting principles and the University general ledger system is essential.
• Knowledge of PeopleSoft grants management, HR, Payroll, and accounting modules preferred.
• Ability to interact well with people of all ages and diverse backgrounds.