Sponsored Research Administrator - Robotics Institute

Carnegie Mellon University • Pittsburgh, PA

18h • Hybrid

About The Position

Responsible for a broad range of research grant and contract management functions (i.e. fiscal, compliance, proposal development and management) supporting multiple faculty members and/or laboratories that have multiple moderately complex grants with different end dates. Interprets regulations and guidelines for program submission and funding (both university and agency); consults with faculty on various options/scenarios that can be used in proposal planning and execution; develops forecasts and budgets and oversees post-award management through renewal or close-out. Interfaces with other university departments (OSP, SPA etc) and sponsoring agencies. The role involves 80% Post Award Administration, 10% Expense Approvals, 5% Pre-Award Administration, and 5% Query, Report Management, Data Analysis. Other business duties as required in support of the operations of the Robotics Institute.

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 yrs. - Sponsored Research Administration Experience
• Excellent interpersonal, communication, and organizational skills
• Good analytical and problem solving skills
• Adaptability, excellence, and passion are vital qualities
• Ability to effectively interact with a varied population of internal and external partners with a high level of integrity
• Shares values and supports the mission of the university through their work

Nice To Haves

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

Responsibilities

• Works closely with SPA on sponsored project award management from account setup, ongoing management and final award closeout.
• Understands and provides guidance to faculty and staff on applicable federal regulations, CMU policies and procedures, and other sponsor specific guidelines.
• Establishes accounts in financial systems, re-budgets funds, and monitors or modifies awards and expenditures.
• Completes expense and labor re-distributions transactions.
• Create payroll redistribution adjustments, feeder cost transfers, and accounts payable redistribution forms and obtain needed signatures for completion and routes form to appropriate department for processing and ensures financial posting of correcting transactions.
• May monitor and coordinate the subcontracting process and approves invoices or routes them for approval to Principal Investigators.
• Provides financial reporting to faculty on various sponsored projects and for various programs on monthly, quarterly, or annual basis.
• Conducts variance analysis; researches the causes of variances between planned and actual expenses.
• Works with other areas of the University (Office of Sponsored Projects, Sponsored Projects Accounting, Procurement, etc.) on a regular basis to solve complex problems related to labor allocation, accounting and post-award related issues.
• Interprets regulations and guidelines for program funding (both university and agency) for multiple moderately complex grants.
• Provides monitoring of grants and contracts to ensure expenses are being paid according to contracts.
• Prepares renewals and reports for sponsoring agencies.
• Provides faculty members with various options and scenarios that can be used in award planning or during the execution of the work (i.e. assessing labor allocation and distribution across multiple awards, etc.)
• Reviews and approves RI's campus PO's, ER, PRC, and Concur travel expenses.
• Provides guidance on university's Business and Travel Expense and Purchasing Card policies.
• Acts as "go to" resource for ER and P-card questions and concerns.
• Works closely with institute's faculty, staff, and students to make certain ERs and PRCs and their business justifications meet published policies and guidelines.
• Answers all routine and most unique questions directly.
• Works closely with university's central administration; i.e., Oracle Help Desk, Accounts Payable, Procurement, Internal Audited to aid in meeting university policies.
• Responds to ER and PRC audit requests from the Finance division.
• Actively mentors transaction preparers to create transactions in an efficient and compliant manner.
• Approves invoices and monitors expenses.
• Provides professional level budgeting support for the submission of proposals, through use of the University’s SPARCS System.
• Provides faculty members with various options and scenarios that can be used in a proposal's planning or during the execution of the work (i.e. assessing labor allocation and distribution across multiple awards , etc).
• Develops forecasts, and budgets for faculty members and assists in proposal creation and submission, including the preparation of proposal budgets, often with multiple subcontractors.
• May advise senior faculty members, and department administration, on long-term financial viability of department/center related to sponsored funding given multiple grants and contracts from various sources with differing project end dates.
• Prepares various standard or custom financial queries on a monthly basis and actively works accounts funding, budgeting, receivables, balancing, and closing.
• May prepare monthly Budget Management Spreadsheet and distributes to business managers.
• May prepare monthly GM FY Funding Source Actuals and Forecast Report.
• Prepares and manages monthly At Risk query, analysis and resolution.
• Prepare monthly effort analysis on sponsored awards.
• May perform data analysis and financial forecasting for various sponsored and non-sponsored funding sources.
• Other business duties as required in support of the operations of the Robotics Institute.

Benefits

• Comprehensive medical, prescription, dental, and vision insurance
• Generous retirement savings program with employer contributions
• Tuition benefits
• Ample paid time off
• Observed holidays
• Life and accidental death and disability insurance
• Free Pittsburgh Regional Transit bus pass
• Access to Family Concierge Team to help navigate childcare needs
• Fitness center access

What This Job Offers

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