Grants & Contracts Administrator

University of Rochester•Rochester, NY

3d•Onsite

About The Position

The Grants & Contracts Admin II reports to the Finance Director as part of Hajim’s central research administrative team. The role leads administration and management of a research center or department and works closely with executive committees, faculty, administrators of affiliated departments, centers and institutes, and external partners in industry and academia. The position supports the growth of Hajim’s research portfolio and serves as a university resource on research policy and administration, including through participation in university research administrator groups. Under general direction, the administrator manages the daily operations of a department’s or faculty caseload’s research portfolio, exercising independent judgment. Work includes proposal and budget preparation, strong post-award grant management, financial monitoring and reporting, coordination with University offices, and ensuring compliance with sponsor terms. The administrator works with Hajim colleagues to manage financial accounts, budgets and projections, salary allocations, accounting, invoicing, payments and reimbursements, and transaction approvals. The current research-support need is in the Institute of Optics; depending on funding and portfolio needs, the position may support other departments, institutes, centers, and directors.

Requirements

Bachelor’s degree and 2 years of relevant experience, or an equivalent combination of education and experience.
Continuous Learning for Administrators of Sponsored Programs (CLASP) certification within one year is required.
Willingness to meet continuous-learning requirements through regular monthly meetings, electives, and the Annual CLASP Update, as well as training in UR Financials, Procure to Pay (P2P), the Purchasing system, HRMS, IORA, and Cognos.
Willingness to participate in ongoing training to stay current on sponsored-research compliance issues and attend relevant meetings.
Ability to monitor and produce financial reports for principal investigators and sponsors.

Nice To Haves

Extensive knowledge, experience, and skills in research policies and grants and contracts administration.
Strong interpersonal, organizational, and verbal and written communication skills.
Strong skills and experience with funding policies and procedures across international, federal, state, and industrial funding sources.
Experience coordinating and managing multiple research projects.
Strong proficiency with Windows and Mac OS, Microsoft Office, and Excel spreadsheets.
Experience with grant programs such as ASSIST, Grants.gov, NSF eBRAP, and Research.gov.

Responsibilities

Perform accounting activities for grants after awards are initiated, ensuring accurate and timely invoicing, expenditures, payments, requisitions, payroll, and other financial transactions.
Prepare monthly financial reports, including forecasts, budget variances, and grant expenditures, and communicate findings clearly in writing, verbally, and graphically.
Manage award financial responsibilities and review total grant financials annually or at project end as required.
Manage grant budgets and serve as liaison among principal investigators, ORPA, and ORACS for grant-related activities and requirements.
Provide data-based recommendations and decision support to senior leaders and principal investigators concerning research portfolio finances.
Assist with annual and end-of-project financial reports for grant closeout, and with grant closeout and extension requests.
Coordinate with department staff on faculty financial tasks, including summer salary, effort certification, URSpace reporting, and funding reallocations aligned with grant cycles.
Complete purchasing request forms for faculty and staff for capital and non-capital equipment.
Work with faculty and lab personnel to determine financial accounts and spend codes and ensure accurate accounting processes.
Analyze account purchases and advise faculty on purchases and account status; develop reporting methods and prepare purchasing documents.
Assist Grants and Contracts Administrators with grant proposal budgets.
Work with ORPA to establish and maintain funded projects.
Oversee and coordinate accurate entry of data into account systems to support timely, accurate financial reporting.
Assist with accounting audits and monitor expenditures and related activities for compliance with internal and sponsor regulations.
Meet regularly with the department Administrator and Chair to discuss the financial status of the assigned caseload.
Assist accounting staff and other members of Hajim, and consult university auditors on policy and procedural questions.
Perform other duties as assigned.