Administrative Specialist, Grants

Florida Polytechnic University•State College, PA

18h•Onsite

About The Position

This position reports to the Director of Grants Administration and is responsible for supporting pre- and post-award grant activities managed by the department. This position will assist department staff and the director with requests received by faculty, Principal Investigators (PIs), and staff with fiscal components of managing projects, including purchase requisitions, invoicing, creating purchase orders, assisting with the onboarding of student research workers, monitoring and providing, maintaining the department’s files, and other duties as assigned. This position will also ensure the department’s compliance with various grant administration policies, procedures, rules, and regulations.

Requirements

Bachelor’s degree in accounting, Finance, Business Administration, or related field
Two (2) years of experience in accounts receivable and customer service
Two (2) years’ Supervisory experience
In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
Familiarity with managing budget and/or payroll or invoice functions and transactions.
Prior experience procuring goods and services via purchase orders and requisitions.
Excellent written and verbal communication skills.
Manage multiple projects and deadlines simultaneously, ensuring compliance with internal and external guidelines while managing time effectively.
Demonstrates client service experience that requires a very high level of diplomacy and professionalism.
Excellent communication skills with the ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Must possess a valid driver’s license.
This position requires a criminal background check.
This position is subject to federal and state privacy regulations.

Nice To Haves

Bachelor’s degree and two years of relevant experience.
Knowledge of OMB Uniform Grant Guidance (UGG) compliance requirements.
Knowledge of Workday ERP system.
Prior grant-related experience that includes fiscal monitoring of projects.

Responsibilities

Provide advanced administrative support to the department, including faculty management, report creation, and initiative tracking.
Routine monitoring of grant budget records and expenditures for active projects.
Resolve Enterprise system tasks such as reconciling expenses and purchase orders.
Provide technical assistance to faculty on the university's Enterprise system, as needed.
Maintain vendor relationships, serve as a purchasing agent, and manage expenses charged to employee-issued P-Card in accordance with university policy.
Maintain vendor relationships and serve as the primary purchasing agent for the department, managing expenses charged to employee-issued P-Card
Assist in coordinating administrative processes, including contract review, equipment orders, service agreements, and supplier quotes.
Monitor tracking systems to track progress and streamline purchasing timelines.
Maintain division operations by managing office logistics, coordinating meetings and projects, and supporting event planning efforts.
Provide ongoing guidance to staff on fiscal procedures, procurement protocols, and administrative workflows.
Act as department liaison to Finance, Procurement, HR, and IT.
Submits purchase and/or requisition requests on behalf of PIs following internal policies/procedures.
Monitor the department’s general email inbox to address and respond to inquiries.
Work with colleagues to troubleshoot and resolve grant-related issues, as needed.
Communicate regularly with faculty and staff and provide high-quality customer service.
Generate and send grant invoices to seek payment from the sponsor.
Monitor monthly invoices to ensure sponsors make payments in accordance with the research/award agreement.
Submit and monitor grant-funded student worker and graduate assistant positions.
Perform other related duties as assigned to support the Grants Administration Department.