Sponsored Research Administrator - Robotics Institute

Carnegie Mellon University • Pittsburgh, PA

2d • Hybrid

About The Position

The Robotics Institute is seeking a Sponsored Research Administrator responsible for a broad range of research grant and contract management functions, including fiscal management, compliance, and proposal development. This role supports multiple faculty members and/or laboratories with multiple moderately complex grants. The administrator will interpret regulations and guidelines for program submission and funding, consult with faculty on proposal planning and execution, develop forecasts and budgets, and oversee post-award management through renewal or close-out. This position also involves interfacing with other university departments such as the Office of Sponsored Projects (OSP) and Sponsored Projects Accounting (SPA), as well as sponsoring agencies.

Requirements

• Bachelor’s degree in Accounting, Business/Business Administration, Finance or other relevant field required
• 1-3 years of relevant finance or business administration experience required
• 1-3 years of Sponsored Research Administration Experience
• Excellent interpersonal, communication, and organizational skills
• Good analytical and problem-solving skills
• Adaptability, excellence, and passion
• Ability to effectively interact with a varied population of internal and external partners with a high level of integrity
• Alignment with university values and mission

Nice To Haves

• Certified Research Administrator certification preferred
• Higher education experience preferred
• Microsoft Excel
• SPARCS
• Oracle Financials
• Expense approvals

Responsibilities

• Post Award Administration: Manage sponsored project awards from setup to closeout, ensuring compliance with federal regulations, university policies, and sponsor guidelines. Establish accounts, re-budget funds, monitor expenditures, and process financial transactions including payroll redistribution and cost transfers. Monitor and coordinate subcontracting processes and approve invoices. Provide financial reporting and variance analysis to faculty. Collaborate with university departments to resolve complex post-award issues. Interpret regulations and guidelines for program funding. Monitor grants and contracts to ensure expenses align with contracts. Prepare renewals and reports for sponsoring agencies. Advise faculty on award planning and execution, including labor allocation.
• Expense Approvals: Review and approve campus purchase orders, expense reports (ER), purchasing card (PCard) transactions, and Concur travel expenses. Provide guidance on university business and travel expense policies. Serve as a resource for ER and P-card inquiries. Ensure ERs and PRCs meet university policies and guidelines. Liaise with central university administration for policy clarification and issue resolution. Respond to audit requests. Mentor transaction preparers on efficient and compliant transaction processing. Approve invoices and monitor expenses.
• Pre-Award Administration: Provide budgeting support for proposal submissions using the University’s SPARCS System. Advise faculty on proposal planning and execution, including labor allocation across multiple awards. Develop forecasts and budgets for faculty. Assist in proposal creation and submission, including the preparation of budgets with subcontractors. Advise senior faculty and administration on the long-term financial viability of departments/centers related to sponsored funding.
• Query, Report Management, Data Analysis: Prepare standard and custom financial queries for account funding, budgeting, receivables, balancing, and closing. Prepare monthly Budget Management Spreadsheets and GM FY Funding Source Actuals and Forecast Reports. Manage monthly 'At Risk' queries, analysis, and resolution. Prepare monthly effort analysis on sponsored awards. Perform data analysis and financial forecasting for sponsored and non-sponsored funding sources. Perform other business duties as required.

Benefits

• Comprehensive medical insurance
• Prescription insurance
• Dental insurance
• Vision insurance
• Generous retirement savings program with employer contributions
• Tuition benefits
• Ample paid time off
• Observed holidays
• Life insurance
• Accidental death and disability insurance
• Free Pittsburgh Regional Transit bus pass
• Access to Family Concierge Team
• Fitness center access

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level