Sr Grants & Contract Administrator

University of Rochester•Rochester, NY

12h•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. The specialist will work directly with the Chair of the Department of Neurology and serve as a leader responsible for building and sustaining high-impact research and training programs in neurological diseases. Serve as the dedicated specialist for the UR-NEXT program at The University of Rochester (UR). The NeuroNEXT Network of Clinical Trials is funded by the National Institutes of Neurological Disorders and Stroke (NINDS). The specialist will facilitate each of the five UR-NEXT cores, including assist with leading the Recruitment and Outreach Core and the Performance Improvement Core, to ensure they are meeting the goals throughout the life of the NeuroNEXT award by continuing to utilize already developed data collection methods and adapting as needed to make sure targets are met. Serve as specialist to the Department NINDS T32 – Experimental neurotherapeutics training program. This program gives trainees opportunities to translate neuroscience discoveries into clinical trials and clinical care. This position will implement recruitment strategies and serve as the core administrative liaison for the program. With independent judgment, provide complex support to the Department of Neurology Chair and research faculty in a fast-paced environment supporting the academic and research mission. Responsible for oversight of general administrative support, including but not limited to, operations and facilities of Neurology space in the Kornberg Medical Research Building including collaboration with research faculty and laboratory staff, grant account reconciliation, space and equipment planning and information/data support, grant preparation, and trainee recruitment. Required to anticipate needs and problem solve independently.

Requirements

Bachelor's degree required
5 years of relevant experience required.
Or equivalent combination of education and experience
Strong leadership and team management skills required
Exceptional communication, negotiation, and relationship-building skills required
Proficiency in program evaluation and data analysis required
Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required

Nice To Haves

Master’s degree preferred
Advanced budget management and financial planning expertise preferred

Responsibilities

Monitor, evaluate, and enhance UR-NeuroNEXT clinical trial performance, with a focus on improving operational efficiency through the Performance Improvement and Efficiency Core.
Provide oversight of recruitment, enrollment, retention, and outreach activities at the University of Rochester UR-NeuroNEXT Clinical Site through the Recruitment and Outreach Core.
Serve as an active member of, and coordinate activities for, the UR-NeuroNEXT Oversight Committee.
Track, analyze, and regularly report site trial performance data—including recruitment, retention, and adverse events—to the designated Clinical Coordinating Center (CCC) and/or NINDS, in accordance with study protocols, IRB requirements, and applicable regulatory standards.
Serve as the lead program specialist for the NINDS T32 training grant, providing strategic oversight of all program operations, committees, and training activities to ensure successful achievement of grant objectives.
Direct the execution and continuous refinement of the ExNT Program and Policy Manual, maintain current knowledge of NIH and institutional policies, and guide implementation of related processes.
Provide high-level coordination and communication to trainees to support successful completion of program requirements, and serve as a primary resource for course selection, budgeting, scheduling, and enrollment.
Lead program recruitment strategies, design and oversee evaluation frameworks, and direct planning and execution of all major program events, including seminar series, semi-annual meetings, and monthly program luncheons.
Oversee tracking and analysis of program activities to support comprehensive ExNT program evaluation and continuous improvement.
Provide administrative leadership and oversight for other NINDS federal funded research clinical trials across the Department of Neurology. Duties may include grant submissions, protocol and consent form design, serve as liaison with the University IRB office, ensure integrity of study data collected. Keeps current with all federal, state, sponsor, and institutional policies, laws, SOP’s and guidelines. Demonstrates accountability for continuous learning in accordance with Good Clinical Practice guidelines. Keeps current with industry standards, best practices.
Perform monthly financial reconciliation processes, including review of ledgers, reports, and summaries of non-personnel expenditures to ensure accuracy and compliance with institutional policies.
Lead the identification, investigation, and resolution of discrepancies, including salary distribution adjustments, undocumented expenditures, and missing charges, and authorize or initiate necessary corrections.
Serve as a key financial advisor to Principal Investigators and Lab Managers on administrative and fiscal matters, including P-card transactions, purchase orders, and P2P system processes.
Provide supervisory oversight of all purchasing processes including, reimbursement, and travel expense activities, ensuring adherence to University policies and procedures.
Oversee the maintenance of organized filing and scanning systems for pre-award documentation and direct the entry and monitoring of all transactions within the department’s shadow accounting system.
Oversee on-site office or laboratory needs to ensure smooth functioning of Neurology research and office space. Provide lead oversight of office renovations and facility maintenance. Acts as primary contact for facilities and environmental staff with work orders for lab area and 1st floor KRMB area. Actively participates in Space and Equipment Surveys. Maintains and regularly updates the space survey application as changes occur. Coordinate activities for cold storage (ultralow freezers, dry ice, liquid nitrogen delivery). Orders central supplies, support for the Xerox printer (paper, ink and maintenance) for the general office and lab staff.
Other duties as assigned.