Ercilia Encarnacion
New York,USA
Summary
Senior Finance Officer with 10+ years of progressive experience in the non-profit and higher education sectors, specializing in financial management, budgeting, academic and government funding, accounts payable, procurement, and grant administration. Proven ability to lead teams, streamline operations, and build collaborative partnerships across research, administrative, and central units. Knowledgeable in federal compliance, including 2 CFR part 200 (Uniform Guidance), post-award administration, and institutional financial systems. Recognized for strong analytical, organization and customer service skills; independent work style and commitment to accuracy and efficiency. Proficient in Microsoft Office and university financial systems.
Overview
21
21
years of professional experience
Work History
Sr. Finance Analyst, Post Award Management
Sponsored Projects Administration – Columbia Research
01.2017 - Current
- Manage post-award life cycle operations for 10+ departments overseeing $50M+ in annual sponsored funds from federal, state, and private agencies.
- Establish new accounts, allocate funds, modify budgets, close out projects, verify fund transfers, process continuations, and manage carryovers for all active portfolios.
- Conduct detail reviews of award documents to ensure compliance with university policies, sponsor regulations and guidelines.
- Maintain the integrity of award data by ensuring accurate input in the Info-Ed Grants Management system.
- Foster productive partnership with research staff and serve as a subject matter expert to provide guidance on post-award activities including cost sharing, fund allocations, and allowable expenditures and post award best practices.
- Allocate received funds in accordance with federal regulations, university policies, and the specific terms and conditions set by the sponsor; Obtains compliance approvals for animal and human subjects research prior to authorizing the expenditure of funds.
- Collaborate with the University Central Offices on fiscal year-end procedures, annual financial reporting and the order closure of sponsored projects.
Accounts Payable Officer, Supervisor
Department of Pathology & Cell Biology Department – Columbia University
01.2012 - 01.2017
- Directed daily AP operations across 60+ research labs, processing $20M+ in annual payments across travel, wire transfers, vendor payments, petty cash, and third-party reimbursements.
- Audited and authorized all AP financial transactions in ARC, utilizing (DAF) signature authority, including journal entries, cash deposits, travel advances, p-card transactions, and internal transfers.
- Supervised and delegated work to AP staff, providing clear direction, training and support, to ensure the timely completion of tasks and deadlines.
- Implemented new procedures aimed at enhancing internal controls and improving AP workflow resulting in more accurate vendor payment processing.
- Maintained accounts in good standing and ensured adherence to institution policy and procedures governing AP operations.
- Leveraged financial statements from reports deploying timely data-driven solutions related to vendor disputes.
- Trained new staff on AP policies, procedures, and systems to improve accuracy and productivity.
- Collaborated with central offices to resolve payment disputes and clarify processes as needed.
Finance Administrator, Accounts Payable & Purchasing Operations
Earth Institute Department – Columbia University
01.2011 - 01.2012
- Managed domestic and international AP and purchasing operations across multiple sponsored and non-sponsored accounts.
- Audited and Approved P-card and Travel-card, reimbursements, check request, third party payments and service request, consultant agreements, petty cash vouchers from other units within EI.
- Monitored budgets and ensured accurate spending and funding for multiple government and private grants and gifts accounts.
- Processed journal entries, consultant agreements, petty cash and p-card transactions.
- Presented recommendations to streamline accounts payable and purchasing workflow and supported implementation of new procedural updates.
- Trained students, casual employees and postdoctoral fellows on reimbursement policies, managing fellowship money and spending procedures.
Finance Coordinator, Accounts Payable & Purchasing
Earth Institute Department – Columbia University
01.2008 - 01.2011
- Front line processor AP/AR transactions, performed budget reconciliations, creation purchase orders, consulting agreements and service requests.
- Liaised with internal and external vendors and stakeholders to ensure compliance and build strong working relationships.
- Presented recommendations to Business Managers to streamline AP/Procurement efficiency.
- Mentored students and staff on AP/Procurement policies and procedures.
- Managed Business Office Petty Cash accounts.
Procurement Accountant Assistant
Office of Controller’s office – Columbia Finance
01.2005 - 01.2008
- Review and validate stop payment requests to ensure accuracy, completeness, and proper authorization before processing.
- Processed stop payment action on checks, ACH transaction via CHASE online in accordance with company policy and regulatory requirements.
- Approve reissue of payments after verifying eligibility and confirmation of duplicate payments.
- Maintain detailed records of all stop payment and reissue activities to support audit and compliance standards.
- Ensured adherence to internal controls by following protocols and documenting approval steps early.
- Responded to employees, customers, or vendor for inquiries regarding payment status, reissue timelines, and required documentation.
- Supported continuous improvement by recommending process enhancements to increase efficacy and reduce errors.
Education
Bachelor of Science - Business Administration
Long Island University
Sponsored Projects Administration Certification -
Columbia University
Skills
- Microsoft Office Suite
- ARC
- InfoEd
- Budget and Expense Management
- Accounts Payable
- Procurement
- Grant Management
- Cross-functional Collaborations
- Compliance
- Internal Controls
- Fiscal Year End reporting
Languages
- English
- Spanish
References
References available upon request.
Timeline
Sr. Finance Analyst, Post Award Management
Sponsored Projects Administration – Columbia Research
01.2017 - Current
Accounts Payable Officer, Supervisor
Department of Pathology & Cell Biology Department – Columbia University
01.2012 - 01.2017
Finance Administrator, Accounts Payable & Purchasing Operations
Earth Institute Department – Columbia University
01.2011 - 01.2012
Finance Coordinator, Accounts Payable & Purchasing
Earth Institute Department – Columbia University
01.2008 - 01.2011
Procurement Accountant Assistant
Office of Controller’s office – Columbia Finance
01.2005 - 01.2008
Bachelor of Science - Business Administration
Long Island University
Sponsored Projects Administration Certification -
Columbia University