ECHO Sr. Project Coordinator (Financial Coordinator)

Core Job Summary

The Senior Project Coordinator coordinates project activities to ensure projects are on schedule. This role provides administrative and logistical support including meeting arrangement, progress tracking, and documentation. Additionally, this job prepares comprehensive action plans detailing available resources, timeframes, and budgets for projects.

Core Job Functions

• Affords assistance with task assignments to internal teams, encompassing schedule management.
• Contributes to budget preparation and tracks all project-related expenditures.
• Maintains oversight of project progress and resolves any issues that arise.
• Identifies potential project completion shortfalls and acts as the primary point of contact for stakeholders.
• Communicates project timelines and updates to the project team.
• Develops and maintains comprehensive project documentation, plans, and reports.
• Safeguards all necessary documentation and ensures they are up-to-date and properly filed and stored.
• Evaluates current procedures and recommends improvements to enhance project planning and scheduling efficiency.
• Adheres to University and unit-level policies and procedures while safeguarding University assets.

Core Qualifications

• Education: High School Diploma or equivalent/relevant experience, certification or license; Bachelors preferred.
• Experience: Minimum 3 years of relevant experience required in financial coordination, program administration, or research support.
• Certification and Licensing: Refer To Department Description For Applicable Certification Requirements.
• Knowledge, Skills and Abilities:
• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.
• Knowledge of Financial Tracking, Reconciliation, and Documentation Processes: Ability to maintain accurate and detailed financial records.
• Organizational and Attention-to-Details Skills: Strong organizational and attention-to-detail skills.
• Efficiency in Managing Multiple Transactions and Deadlines: Efficiently manages multiple transactions and deadlines.
• Understanding of Compliance and Audit Requirements: Understanding of compliance and audit requirements.
• Proficiency in Excel and Financial Tracking Systems:

Department Functions

• Processes Participant Compensation: Processes participant payments in accordance with study protocols and institutional financial procedures. Maintains accurate records of all participant payments, including tracking logs, reconciliation documentation, and supporting materials.
• Maintains Compliance and Audits: Ensures compliance with university financial policies, NIH guidelines, and audit requirements related to study compensation. Reconciles financial records, petty cash, and payment systems to ensure accuracy and accountability.
• Monitors Compensation Workflows: Monitors compensation workflows to ensure timely processing and resolution of discrepancies. Maintains organized financial documentation to support internal and external audits.
• Operational Coordination: Coordinates with research staff to verify participant eligibility and completion of study activities prior to payment processing. Supports consistency between study operations and financial processing.
• Supports Financial Tracking and Reconciliation: Maintains detailed logs of all compensation transactions and supporting documentation. Reconciles payment records, petty cash, and financial systems on a routine basis. Identifies discrepancies and ensures timely resolution.
• Maintenance and Auditing of Participant W-9: Maintains organized documentation to support audits and financial reviews. Assists with the preparation of financial reports and supporting materials as needed.
• Annual IRS Reporting: Prepares annual IRS reporting of participants paid greater than $600/calendar year to submit to the University’s Controller’s office by January 1st of each year.

Department Addendum

• Participant Compensation Processing: Processes participant payments in accordance with ECHO study protocols and institutional guidelines. Verifies completion of required study activities prior to payment issuance. Maintains accurate tracking of participant compensation across study visits.
• Financial Tracking and Reconciliation: Maintains detailed logs of all compensation transactions and supporting documentation. Reconciles payment records, petty cash, and financial systems on a routine basis. Identifies discrepancies and ensures timely resolution.
• Maintenance and Auditing of Participant W-9: Maintains organized documentation to support audits and financial reviews. Assists with the preparation of financial reports and supporting materials as needed.
• Annual IRS Reporting: Prepares annual IRS reporting of participants paid greater than $600/calendar year to submit to the University’s Controller’s office by January 1st of each year.
• Operational Coordination: Coordinates with research staff to align compensation processes with study workflows. Communicates with Operations Manager and team members regarding payment status and issues. Supports consistency between study operations and financial processing.

Job Status

Full time

Employee Type

Staff