Senior Time + Effort Reporting Specialist
Rehabilitation Institute of Chicago

Job Info

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The Sr. Time & Effort Reporting Specialist is responsible for overseeing the Shirley Ryan AbilityLab ("SRAlab") time and effort reporting activities to ensure timely and compliant effort certification and accurate effort reconciliation for all sponsored projects. Effort certification at SRAlab is completed on a quarterly basis after the work is performed. The Sr. Time & Effort Reporting Specialist will provide guidance and professional expertise to SRAlab researchers and research staff and serve as the main point of contact for financial matters related to effort/salary on sponsored projects, payroll administration, research subject reimbursement, along with relevant time and effort reporting compliance matters. The Sr. Time &Effort Reporting Specialist will work collaboratively with a dynamic team and department, have the skills to work independently, and have the flexibility to pivot as business needs change.

The Sr. Time & Effort Reporting Specialist will consistently demonstrate support of the Shirley Ryan AbilityLab statement of Vision, Mission and Core Values by striving for excellence, contributing to the team efforts and showing respect and compassion for patients and their families, fellow employees, and all others with whom there is contact at or in the interest of the institute.

The Sr. Time & Effort Reporting Specialist will demonstrate Shirley Ryan AbilityLab Core Attributes: Communication, Accountability, Flexibility/Adaptability, Judgment/Problem Solving, Customer Service and Core Values (Hope, Compassion, Discovery, Collaboration, and Commitment to Excellence) while fulfilling job duties.

Principal Responsibilities

1. Oversee the salary certification and effort reporting activities to ensure financial compliance with federal and sponsor rules and regulations.
2. Review, monitor and track the effort reporting certifications to ensure accurate reporting, managing documentation of changes and certifications, training staff in related regulations, overseeing effort compliance for salary and commitment, and required salary caps.
3. Facilitate escalation of effort reporting issues to ensure timely resolution in adherence with institutional, sponsor and federal requirements.
4. In collaboration with Departments of Human Resources and Payroll, facilitate payroll administration including but not limited to processing employee and non-employee requisitions (i.e., terminations, data changes, access requests) and visa requests working closely with other departments (HR and Legal) regarding appointment matters.
5. In collaboration with Departments of Payroll and Information Technology, create and update processes and tools for payroll administration, which includes training researchers and research participating clinicians in payroll rules and requirements, creating tools to assist in reporting of time,.
6. Provide appropriate reports in weekly staff meetings and other required meetings.
7. Review, monitor, and track payroll corrections and cost transfers for accuracy and timeliness, working collaboratively with the Payroll and Regulatory Accounting departments.
8. Oversee the Greenphire ClinCard participant payment system to ensure payments to participants on research studies.
9. Oversee compliance and allowability of participant payments and system functions. Address issues on behalf of participants with the vendor. Review approved protocols and consents, working closely with researchers to appropriately add studies into the system. Review and manage user access to maintain appropriate number of users and active users in the system.
10. Provide guidance, support and training in the following areas: salary certification and effort reporting, payroll administration and ClinCard compliance.
11. Develop policies and procedures to support SRAlab's salary certification and effort reporting, payroll administration and ClinCard processes.
12. Respond to requests from internal and external audit teams related to payroll, effort reporting (including Salary Cap checks and Commitment requirements) and ClinCard, providing back up documentation as necessary.
13. Provide support/guidance for internal/external financial audits.
14. Participate in the evaluation, selection and implementation of new technology and systems to support and improve payroll and effort reporting processes.
15. Perform all other duties as assigned.

Reporting Relationships

1. Reports directly to Director, Research Administration

Working Conditions

1. Normal office environment with little or no exposure to dust or extreme temperature.

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