Grants & Contracts Administrator

University of Rochester•Rochester, NY

4d•$61,000 - $85,400•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, working closely with Executive Committees, faculty, administrators of affiliated departments, centers and institutes, and external partners in industry and academia. The administrator supports growth of Hajim’s research portfolio and serves as a university resource on research policy and administration, including through participation in research administrators’ groups. Under general direction of a Finance and Operations Manager, with latitude for independent judgment, the administrator manages daily operations for a department’s or faculty caseload’s research portfolio. The position handles pre-award support and substantial post-award grant management, including proposal and budget preparation, coordination with University offices, and compliance with sponsor terms. The role also develops financial reports, budgets and projections; coordinates salary allocations; and oversees accounting, invoicing, payments and reimbursements, and transaction approvals such as purchase orders and supply agreements. The current assignment is to provide grants and research support to the Institute of Optics. Depending on funding and portfolio needs, the position may support other departments, institutes, centers and directors. A bachelor’s degree and two years of relevant experience, or an equivalent combination of education and experience, are required. Continuous Learning for Administrators of Sponsored Programs (CLASP) certification is required within one year.

Requirements

Bachelor’s degree and two years of relevant experience, or an equivalent combination of education and experience.
CLASP certification within one year of appointment.
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), HRMS, IORA and Cognos.
Willingness to participate in ongoing training and attend appropriate meetings to stay current on sponsored-research compliance issues.
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 and ensure timely, accurate invoicing, expenditures, payments, requisitions, payroll and other financial transactions.
Prepare monthly financial reports, including forecasts, budget variances and grant expenditures; communicate findings clearly in writing, verbally and graphically.
Manage financial responsibilities for awards and review grant financials annually or at project end, as required.
Manage grant budgets and liaise with principal investigators, ORPA and ORACS on grant-related activities and requirements.
Use financial data analysis to make recommendations and provide decision support to senior leadership and principal investigators about research portfolio finances.
Assist with annual and end-of-project financial reports for ORACS, grant closeouts and extension requests.
Coordinate financial tasks for faculty, including summer salary, effort certification, URSpace reporting, funding reallocations and graduate student financial support.
Prepare purchasing request forms for capital and non-capital equipment; work with faculty and lab personnel to determine financial accounts and spend codes and ensure accurate accounting.
Analyze purchases and account status, advise faculty, devise reporting methods and prepare purchasing documents.
Assist Grants and Contracts Administrators with proposal budgets and work with ORPA to establish and maintain funded projects.
Oversee accurate entry of data into account systems for timely 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 Hajim colleagues, and consult with university auditors on policy and procedural questions.
Perform other duties as assigned.