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Details
Posted: 13-May-26
Location: Pasadena, California
Categories:
Academic/Faculty
Business/Finance
Internal Number: 7150223
Caltech
Exempt Overtime Eligible: Exempt
Benefits Eligible: Benefit Based
Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.
Job Summary
Reporting to the Post Award Administration Associate Director, this position primarily assists with managing external audits, general ledger reviews and reconciliation, financial reporting, cash related activities, and developing and maintaining procedures for training purposes.
Essential Job Duties
This position is responsible for responding to auditor requests, completing general ledger reconciliations, preparing quarterly Federal cash transaction reports, and processing Federal LOC draw requests.
Audit Coordination
- Participates in entrance and exit conferences with external auditors
- Utilizes external auditor database to submit Financial Statement and OMB Uniform Guidance audit requests
- Financial Statement audit
- Prepares Financial Statement interim supporting documentation for Associate Director review. Attends meeting with auditors to review the revenue and receivable cycle for Federal grants and contracts and assists in providing explanations for any process changes
- Assists Associate Director in preparing fiscal yearend audit schedules including Allowance for Doubtful Accounts, Caltech/JPL Intercompany Analysis, Reclassification of Unearned Revenue, and JPL Accounts Receivable and Accounts Payable roll-forwards
- Prepares responses for Associate Director review and submission to auditor inquiries and provides clarification on audit schedules and/or yearend journal entries, as requested
- Assists Associate Director in preparing the JPL Financial Statements including, Statement of Financial Position, Statement of Activities, Statement of Cash Flows, and Schedule of Expenditures of Federal Awards (SEFA). Provides edits to JPL financial statements to Controller's Office and coordinates footnote disclosures with the Controller's Office
- OMB Uniform Guidance audit
- Communicates auditor requests to the appropriate central administrative unit (i.e., Office of Sponsored Research, Procurement, Property Services, Office of Cost Studies, etc.) and/or academic divisions, as appropriate
- Gathers, packages, and reviews supporting documentation provided by other departments and ensures its completeness and accuracy for Associate Director review. Follows up with departments to resolve any discrepancies prior to providing documentation to auditors
- Delegates audit requests and provides training to PAA Accountants (as needed) in gathering and preparing audit support. Reviews support and instructs staff on corrections needed prior to submitting to Associate Director for final approval for audit submission
- Assists Associate Director in managing Post Award Administration audit requests, by gathering and reviewing award cost details/support, IDC reports, cost transfers, payroll distribution reports/confirmations, preparing federal subrecipient listing, etc.
- Prepares Caltech Schedule of Expenditures of Federal Awards (SEFA) for Associate Director review, ensuring that each Federal award is presented appropriately by Federal agency/pass-through entity, ALN, as direct or pass-through funding, etc.
- Assists Associate Director in preparing the OMB Uniform Guidance audit report. Includes coordinating footnote disclosures with the Financial Aid and Controller's Office
- Prepares annual Data Collection Form (DCF) in the Federal Audit Clearinghouse for Associate Director review. Assists in submitting the DCF/reporting package, and ensures timely certification
- Completes Audit Certification Forms and Questionnaires for Associate Director signature and submits to sponsoring universities and other entities, as requested
- Sponsor audit and review
- Assists Associate Director in completing sponsor requests for detailed financial data and supporting documentation for cost items billed to sponsor
- Prepares the monthly Accounts Receivable, JPL IPAC Allocation, and JPL clearing account GL reconciliations for Associate Director review and resolves any discrepancies
- Submits GL reconciliations and supporting documentation to Blackline for Associate Director certification and Accounting Services review
- Prepares monthly JPL trial balance reconciliation and journal entry package to consolidate activity into Caltech general ledger. Submits journal entries to Associate Director for signature and upload to RADR for Accounting Services review
- Prepares monthly journal entries to record EvolveJPL costs in Oracle
- Assists Associate Director in reconciling fiscal yearend JPL trial balance with Caltech general ledger. Prepares various JPL consolidating journal entries, including year-end payroll accrual, cash accrual, post-close AP accrual, and other Intercompany accruals for Associate Director approval. Identifies, investigates, and resolves variances
- Prepares year-end Caltech journal entries, including, Allowance for Doubtful accounts, reclassification of unearned revenue, and Caltech's revenue recognition of the JPL Award Fee for Associate Director approval
- Prepares year-end reconciliation of the SEFA to Statement of Activities for Associate Director review and resolves any discrepancies with the Accounting Services department.
- Prepares master reconciliation of all JPL balance sheet and revenue/expense amounts with reconciliation to Caltech GL by object code and mapping to JPL Financial Statements for Associate Director and JPL review
- Prepares quarterly DOE SF-425 federal financial report (FFR), identifying and resolving any variances for Associate Director review. Submits approved FFR to DOE.
- Prepares monthly and semi-annual JPL contract data requirement reports including LOC reconciliation, interest on LOC payments, public vouchers, and SF-425 reporting for Associate Director certification and submits to the NASA Management Office
- Prepares weekly letter of credit draw requests for Senior Director approval and submits to NSF, NIH, NASA, DOE, DOI, DOC, and USDA. (on a rotation basis)
- Reviews draw aging reports and follows up with Accountants to resolve items on aging and any other draw errors or discrepancies
- Assists in developing streamlined procedures for LOC draw process and implements data validations and standardized forms and templates. Maintains both the PAA and JPL draw checklists and written procedures and updates when needed
- Prepares monthly JPL IA invoices, including review of all aging and unbilled reports. Resolves invoicing issues with assigned PAA accountants prior to Associate Director review
- Reconciles JPL purchase orders and resolve suspense account activity. Prepares and submits requests to clear suspense items and coordinates with JPL, OSR, and campus divisions to resolve and PO issues
- Assists in developing, streamlining, and maintaining procedures, forms, and checklists, for various areas within PAA, and presents them to staff members for training purposes
- Creates ad hoc reports using Oracle Analytics Cloud (OAC) for various audit and departmental needs, as needed
Basic Qualifications
- Bachelor's degree or equivalent
- 5 years of relevant experience in a university or related research-focused environment with solid experience and knowledge of Uniform Guidance (2 CFR 200) and other federal and non-federal agency guidelines.
- Combined experience/education may substitute for minimum education.
Preferred Qualifications
- Master of Business Administration (MBA) preferred
- Technical knowledge of relevant regulations applicable to federal awards and agency specific regulations
Required Documents
- Resume
To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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