Lead Financial Operations Specialist

Role Description

Leads the daily operation of special projects that support financial and operational goals of a specific field or business unit operation. This may include day-to-day general accounting and financial activities. Partners with hospital and departmental leadership to assess opportunities for improvement. Conducts business initiative analysis, monitors status of initiatives and projects, and makes recommendations for improvements.

The Lead Financial Operations Specialist will work closely with departmental administrators, investigators, and research support offices to manage award finances, perform monthly reconciliations, support sponsor invoicing, and ensure timely and accurate financial reporting. This role plays a key part in preventing late reporting, financial discrepancies, and audit findings.

Qualifications

• Bachelor's Degree required, or equivalent combination of education and related experience.
• 5-7 years of relevant experience and progressive experience where team leadership was demonstrated, required.

Requirements

• Provide comprehensive post‑award financial management of sponsored research awards, including oversight of purchasing, payroll, cost allocations, subcontract management, and all financial transactions throughout the award lifecycle.
• Manage sponsor billing, accounts receivable, payment reconciliation, and financial reporting, ensuring accuracy, timeliness, and compliance with sponsor, federal, and institutional requirements.
• Monitor award balances and expenditures throughout the award lifecycle to ensure costs are allowable, compliant with sponsor and institutional requirements, and within approved budgets.
• Oversee payroll and effort‑related financial activity, including salary allocations, retroactive adjustments, cost transfers, and coordination with HR and departmental administrators to ensure accurate and compliant personnel charging.
• Review and approve purchasing and procurement transactions (Purchase orders, vendor payments, service agreements) to ensure compliance with Uniform Guidance, sponsor rules, and institutional policies.
• Perform monthly financial reconciliations with departments, validating that all sponsored project expenses - including payroll, purchasing, subcontracts, and internal service charges - are accurate, properly recorded, and compliant.
• Manage subcontract financial oversight, including invoice review, payment approval, monitoring of subrecipient spending, and ensuring compliance with subrecipient monitoring requirements.
• Manage closeout activities, including clearing encumbrances, reconciling final balances, confirming invoices and cost transfers are processed, and supporting final financial reporting.
• Proactively identify and resolve financial issues that could result in late reporting, overspending, or non-compliance.
• Partner with departments, the Office of Sponsored Research, and Finance to support timely, accurate, and compliant financial reporting to sponsors.
• Support internal and external audits, maintain documentation, prepare audit responses, and implement corrective actions to prevent future audit findings.
• Recommend and implement process improvements to strengthen financial controls, streamline workflows, enhance reporting, and improve operational efficiency across the research enterprise.
• Experience managing post-award financials for federally funded clinical research studies.

Benefits

• Working knowledge of sponsored research regulations and compliance requirements (e.g., NIH, federal, foundation, and industry sponsors).
• Experience with grant financial management systems and institutional ERP systems (e.g., PeopleSoft, Oracle, or similar).
• Strong reconciliation, analytical, and problem-solving skills with attention to detail.
• Ability to manage multiple awards and deadlines in a fast-paced research environment.
• Strong communication skills and the ability to work collaboratively with investigators, administrators, and finance partners.