Tamara Mills
Research Administrator
Dallas,TX
Summary
Creative, enthusiastic, and highly accomplished professional, with more than 10 years of broad-based experience and proven track record of success in all aspects of accounting , research administration & award management. Analytical and detail-oriented professional positioned to excel. Knowledge and understanding of US GAAP/IFRS and Key Accounting Principles well as the Grants & Agreements Uniform Guidance (2 CFR 200). Possess the techniques and methodologies necessary for compiling and reviewing financial reports, quickly assimilating large amounts of statistical information. Strong ability to establish and maintain effective relationships with employees, leadership, and internal departments.
Overview
13
13
years of professional experience
Work History
Manager Research Programs, Anesthesiology
Ut Southwestern Medical Center
04.2022 - Current
- Monitored project progress, identified risks and took corrective action as needed.
- Maintained open communication by presenting regular updates on project status to customers.
- Scheduled and facilitated meetings between project stakeholders to discuss deliverables, schedules and conflicts.
- Tracked project and team member performance closely to quickly intervene in mistakes or delays.
- Developed and implemented project plans and budgets to ensure successful execution.
- Recruited and oversaw personnel to achieve performance and quality targets.
- Supports research within multiple departments or business units by developing and enhancing shared facilities and programs; develops and implements procedures to optimize operations and resource utilization; tracks, evaluates, and reports progress of shared resources.
- Promotes collaboration among investigators and across disciplines, departments and institutions; organizes meetings, seminars and conferences; manages internal and external communications of department; oversees information services group in developing web-based research collaboration tools and databases.
- Supports new research funding opportunities; works with faculty and departmental grants managers to assist with multi-investigator grant proposals including planning, budget preparation, administrative coordination and submission. Works closely with UTSW Foundation and development staff to identify opportunities for philanthropic support; assists Chair by serving as liaison to key university, community and funding partners.
- Designs and conducts surveys on research space utilization. Analyzes and compiles data on departmental productivity, space requirements and utilization by researchers.
- Assists with strategic development of new research programs and initiatives; oversees clinical trials operations, and research compliance.
- Develops processes regarding terminating research faculty.
Grants & Contracts Supervisor
UT Southwestern Medical Center
01.2021 - 04.2022
- Provide working supervision to Grants & Contracts Specialist and administrative positions
- Aid Principal Investigators (PIs) in pre-award activities regarding proposal development and submissions to federal/state and private agencies
- Develop project budgets in accordance to sponsor specifications & Uniform Guidance (2 CFR 200) policies
- Review completed applications and contracts for accuracy, completeness, and compliance with the requirements of the University and the prospective funding agency
- Oversees electronic proposal submissions in concert with the Office of Grants and Contract Services
- Maintain frequent contact with PIs and serves as a liaison with internal/external customers
- Prepare financial reports/summaries/analyses for PIs
- Provide assistance to PIs in post-award activities for sponsored projects including: monthly award financial review; monitoring principle investigators effort certification and commitment to research projects; processing grant appointments in conjunction with the Business Office; providing payroll analysis; processing payment requests for consultants/participants on sponsored projects; award set up; monitoring of expenditures monthly to ensure compliance with sponsor programmatic areas and institutional policies; allowable and unallowable costs; review and processing budget transfers, prior approval requests and project closeouts in conjunction with the Office of Grant and Contract Services
- Works with the Sponsored Programs Office to ensure that all research-related subcontracts are current and financial reports are submitted on behalf of the PI and in a timely manner; monitor subcontracts expenditures, request extensions or terminations as needed
- Coordinate the submission and post award activities for clinical trial studies
- Work with PI to prepare budget to determine financial feasibility, obtain pricing quotes from other Departments, confirm CPT code for billing MD time, determine standard of care measures versus those strictly for research
- Prepare and submit invoices according to final executed contract
- Track receipt of checks from sponsor and ensure they are deposited in correct fund.
Sr. Grants & Contracts Specialist
UT Southwestern Medical Center
01.2019 - 01.2021
- Provide working supervision to Grants & Contracts Specialist and administrative positions
- Aid Principal Investigators (PIs) in pre-award activities regarding proposal development and submissions to federal/state and private agencies
- Develop project budgets in accordance to sponsor specifications & Uniform Guidance (2 CFR 200) policies
- Review completed applications and contracts for accuracy, completeness, and compliance with the requirements of the University and the prospective funding agency
- Oversees electronic proposal submissions in concert with the Office of Grants and Contract Services
- Maintain frequent contact with PIs and serves as a liaison with internal/external customers
- Prepare financial reports/summaries/analyses for PIs
- Provide assistance to PIs in post-award activities for sponsored projects including: monthly award financial review; monitoring principle investigators effort certification and commitment to research projects; processing grant appointments in conjunction with the Business Office; providing payroll analysis; processing payment requests for consultants/participants on sponsored projects; award set up; monitoring of expenditures monthly to ensure compliance with sponsor programmatic areas and institutional policies; allowable and unallowable costs; review and processing budget transfers, prior approval requests and project closeouts in conjunction with the Office of Grant and Contract Services
- Works with the Sponsored Programs Office to ensure that all research-related subcontracts are current and financial reports are submitted on behalf of the PI and in a timely manner; monitor subcontracts expenditures, request extensions or terminations as needed
- Coordinate the submission and post award activities for clinical trial studies
- Work with PI to prepare budget to determine financial feasibility, obtain pricing quotes from other Departments, confirm CPT code for billing MD time, determine standard of care measures versus those strictly for research
- Prepare and submit invoices according to final executed contract
- Track receipt of checks from sponsor and ensure they are deposited in correct fund.
Accountant II
UT Southwestern Medical Center
01.2017 - 01.2019
- Completed annual departmental budgeting to allocate State, Federal, and Institutional funds for upcoming Fiscal year
- Prepared financial models and conducts analyses to identify areas of poor performance and makes recommendations to upper management
- Assisted assigned division Principal Investigators with annual reporting to sponsors, personnel sourcing, and project management
- Prepared monthly financial reports, account reconciliations, and financial reports for department
- Prepared P&L account analysis and explanation of variances.
Sr. Administrative Assistant II
UT Southwestern Medical Center
01.2016 - 01.2017
- Maintained sub-ledgers and ledgers for various accounts, including reviewing expenditures and encumbrances, reconciling accounts, and ensuring appropriate use of funds
- Composed and process repetitive and non-repetitive documents in accordance to established procedures
- Acted as department liaison with other departments and agencies
- Processed all personnel and purchasing transactions following institutional policies and procedures
- Input data in the Grants database for research submission and awards for all grant/protocol records with the exception of clinical trial studies
- Created queries to extract data and generate reports as requested
- Monitored/processed on boarding tasks for department new hires, transfers, etc.
Sr. Loan Accounting Specialist
Santander Consumer USA
01.2015 - 01.2016
- Provided working supervision to Loan Accounting Specialist
- Prepared daily monetary upload transactions through batch cycle entries while maintaining records, files, and controls
- Created and balanced all daily loan monetary batches
- Applied proper treatment to reverse to reapply cash and non-cash adjustments following departmental business rules
- Manually corrected all monetary and non-monetary system exception errors due to system defaults within automated processes or systemic limitations
- Researched and resolved accounts according to payment disputes in relation to missing payments, misapplied payments, unauthorized payments, and overpayments
- Reviewed and approved all customer related refunds to ensure accurate accounting and compliance to policies and procedures
- Reconciled the master collection account to ensure system reporting and bank balances are accurately reflected.
Accounting Specialist Supervisor
Allied Oil & Gas Services
01.2013 - 01.2015
- Coordinated and supervise employees within Accounts Payable, interacting with internal customers and external suppliers, monitoring all controls
- Coordinated and facilitated application of document management system - Paper Vision
- Administered company credit card program, fuel program, reconcile expense reports
- Constructed and implemented official company credit card policy and guidelines
- Reviewed / QC'd company expense reports ensuring the accuracy of company compliance for payment /reimbursement
- Maintained Fixed Assets reconciliation & record depreciation
- Monitored performance indicators, highlighting trends and analysing causes of unexpected variance
- Managed month end closing tasks for all Accounts Payable related accounts
- Recorded monthly General Ledger journal entries for assigned entities and maintain monthly checklist.
Senior Accounting Specialist
Allied Oil & Gas Services
01.2011 - 01.2013
- Performed journal entries and month end for AP
- Responsible for preparing, completing, and reviewing Hard Close and Year-End financial for entities assigned
- Recorded payroll entries and maintain monthly payroll reconciliations for entities assigned
- Charged expenses to accounts and districts by analysing invoice/expense reports, recording entries
- Reviewed A/P for correct amount, vendor and proper classification of expenses and employees
- Responded to all inquiries checking accounting transactions to resolve discrepancies
- Calculated, prepared, and filed use tax returns monthly in 4 states
- Primary accounts payable company contact to confer with vendor.
Education
Bachelors of Science in Finance & Accounting -
Northeastern University
Boston, MA12.2017
Skills
- Contract & Grant Management
- General Ledger & Journal Entries
- Accounts Payable & Accounts Receivable
- Expense Reconciliation
- Intercompany Transfers
- Core Management
- Budget Forecasting
- Process Implementation
- HR/ On boarding
- Clinical Trials Management
- Operations Management
- Financial Management
- Research Support
- Policy Implementation
- Staff Development
Affiliations
National Council of University Research Administrators (NCURA) member since 2017
Publications
How to Manage an R01 Award Effectively, NCURA's Sponsored Research Administration: A Guide to Effective Strategies & Recommended Practices, 2022-01-01
Timeline
Manager Research Programs, Anesthesiology
Ut Southwestern Medical Center
04.2022 - Current
Grants & Contracts Supervisor
UT Southwestern Medical Center
01.2021 - 04.2022
Sr. Grants & Contracts Specialist
UT Southwestern Medical Center
01.2019 - 01.2021
Accountant II
UT Southwestern Medical Center
01.2017 - 01.2019
Sr. Administrative Assistant II
UT Southwestern Medical Center
01.2016 - 01.2017
Sr. Loan Accounting Specialist
Santander Consumer USA
01.2015 - 01.2016
Accounting Specialist Supervisor
Allied Oil & Gas Services
01.2013 - 01.2015
Senior Accounting Specialist
Allied Oil & Gas Services
01.2011 - 01.2013
Bachelors of Science in Finance & Accounting -
Northeastern University
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