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Reporting to the Director for Cost Studies, the Cost Studies Team Lead is responsible for overseeing the technical activities within the Cost Studies Compliance Office. The Cost Studies Team Lead will manage the F&A Rate preparation process, and all other major cost studies projects throughout the year that are required by the federal government. This person will be responsible to ensure that all projects are completed within the targeted deadlines, with high level of accuracy, and are audit defensible. The Team Lead plans and designs the accumulation of data, performs the analyses, and interprets historical and financial data to provide management with reports and analyses for supporting decisions. The Cost Studies Compliance Office is responsible for completing all activities related to the following cost studies and projects:
F&A Rate Development.
Management and maintenance of the Cost Rate Information System CRIS.
Create complex cost models using the CRIS system.
Conduct the biennial space functionalization studies.
Complete the biennial reviews of all of Caltech's service centers.
Complete annual private use analyses related to the use of tax-exempt bond funded space in support of corporate sponsored research, service centers, and central plant.
Support DCAA audits on all F&A, Staff Benefit, Paid Leave rate proposals.
Provide campus training on governmental compliance issues related to sponsored research administration with the focus on allowability of costs, indirect cost recovery process, staff benefit and paid leave rate, space studies, service centers, and other related topics.
Maintain Caltech's federal Disclosure Statements (DS-2) to disclose accurate and complete information associated with Caltech's financial system and accounting practices. Ensure that the definitions for cost pools and direct bases used in the F&A process are properly described. The DS-2 document information regarding cost accumulation and cost allocation processes used for developing the F&A cost proposals and identifying unallowable costs adequately reflect Caltech's actual practice. In addition, ensure that the types of costs included in the staff benefit and paid leave rates are appropriately discussed in the DS-2.
Under minimal direction, applies specialized knowledge and expertise in various areas of cost analysis; relies on experience and judgment to plan and accomplish goals related to maximizing cost recovery for the Institute.
Routinely work with a wide variety of data that has a high level of sensitivity and complexity.
Responsible for leading, conducting, and documenting high profile, complex projects for the Institute.
Manage and oversee the development of the Facilities and Administrative (F&A) Rate preparation efforts associated with the Institute's Incurred Costs and Forward Pricing Proposals. This includes the high-level preparation of Staff Benefit Rate and Paid Leave Rates.
Develop a suitable strategy for preparing indirect cost proposals (i.e., what risks to assume, regulatory interpretation, etc.) and develop internal controls for relevant groups that are impacted, etc.,
Fully understand the financial impacts of cost treatments on the determination of the F&A rates and the Staff Benefit/ Paid Leave rates.
Manage and maintain the Comprehensive Rate Information System (CRIS) that is used to establish F&A cost models in support of the F&A incurred cost and forward pricing proposal submissions to the federal government.
Ensure that the CRIS cost models (or equivalent system) adequately and accurately reflect the proper cost treatments of all indirect cost pools and direct bases used in the F&A process and comply with the Uniform Guidance (2 CFR 200), CAS 501, CAS 502, CAS 502, and other applicable federal regulations.
Provide significant technical advice for the development and negotiation of the Institute's research overhead, staff benefit and paid leave rates and JPL lump sum reimbursement with the federal government.
Lead the Institute's effort to support and successfully defend all work subject to government audits (e.g., rate negotiation process, service center studies, and other financial analysis activities).
Manage and oversee the completion of the Institute's Bi-annual Space Functionalization Study.
Manage and oversee the Bi-annual Service Center Rate Review Study. This includes collecting updated financial and operational information regarding all service centers at the Institute and determining whether the applied service center rates meet compliance with federal regulations, and Institute Policies.
Manage and provide direction in maintaining the Cost Studies Compliance Office internal continuous quality improvement program. This includes establishing process improvement projects and assigning staff to complete these projects. This also includes working with the information technology professionals to develop automation tools that would allow the processing of greater volumes of data more accurately in less time.
Maintain favorable relationships with auditors and the Institute Community.
Ensure all final work products comply with governmental regulations; apply and interpret federal regulations (2 CFR 200 and CAS 501-503).
Provide strong leadership and technical management oversight to maintain a highly motivated, customer service-oriented office environment, monitor projects and work assignments.
Provide staff training, coaching, leadership, mentorship, and remove work obstacles that may interfere with the completion of projects and assignments.
Ensure work quality and audit support documentation is maintained at the highest possible level and meet audit expectations; review final work products.
Identify and address any compliance inadequacies related to Caltech's service centers.
Identify and recommend areas for process improvements, increasing productivity and efficiencies, and ensuring accuracy of the final cost study results.
Investigate complex issues related to areas identified by DCAA auditors that may point to weaknesses in the F&A process.
Demonstrate mastery of skills in various areas of planning, coordinating, and organizing cost analysis and reporting activities; performs specialized functions requiring evaluation and application of non-standard techniques and/or procedures.
Demonstrate advanced knowledge of industry practices, trends, and issues affecting cost recovery.
Develop and recommend creative approaches to achieve financial objectives.
Routinely interact with groups or individuals involving the exchange of highly complex, sensitive financial information involving various campus customers, internal and external auditors, management, and government agencies.
Maintain business relationships through strong communication skills and regular contact.
Respond to unique or complex customer requests.
Must be able to quickly learn complex quantitative and qualitative analysis techniques to process large volumes of data in a fast-paced work environment.
Must have excellent ability to prioritize and multitask when working on multiple projects with hard deadlines.
Perform other related job duties as assigned.
Bachelor's degree in Accounting, Finance, Math, Economics, or related field or combination of education and experience in cost accounting related activities.
Eight plus years related work experience in an academic institution with responsibilities that include F&A Rate preparation, space functionalization studies, and/or other research administration activities.
Demonstrated experience in financial analysis and complex cost studies and analysis and be able to manipulate and interpret data.
Position requires an advanced understanding of financial, business, accounting, and management principles gained either through formal education in the functional areas, or relevant work experience. The complex analyses conducted in the position requires expertise in advance applications of computer technologies.
Knowledgeable of the Uniform Guidance (2 CFR 200) and Cost Accounting Standards (CAS) 501 and 502.
Ability to develop strong business relationships with internal and external contacts.
Have suitable knowledge of industry best practices and current issues related to F&A cost recovery and hot audit topics.
Effective business writing and speaking skills.
Advanced proficiency in using Microsoft Office Products (Excel and Word), Labor Distribution Systems, and Data Warehouses such as Cognos or equivalent database tools.
Graduate level education in business, accounting, or a related field is desirable.
Advanced Knowledge of Caltech's Charts of Account structure, and understanding of how accounts, journal entries, and adjustments relate to actual costs incurred by Caltech and the annual financial statements.
Advanced knowledge of Caltech's Internal Policies and Procedures.
Proficient with the ORACLE Financial system.
Knowledgeable of Critical current Cost Issues Impacting Organizations associated with Higher Education.
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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