Senior Grants Management Specialist

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.

Job Location (Full Address):

Remote Work - New York, Albany, New York, United States of America, 12224

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

900061 Regional Administration

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,600.00 - $105,800.00

Responsibilities:

GENERAL PURPOSE:
The Director of Grant Financial Management serves as the senior financial professional on the Regional Grants Management Team, reporting to the Senior Director of Business Development. The Director focuses on planning, directing, and evaluating budgeting, financial management, and business plan development related to grant activities that support the strategic plans of the UR Medicine and its Affiliates and mentoring financial professionals in departments and our Affiliates who are new to grant financing. Responsibilities include grant administration, financial reporting & financial operations, plus:

Collaborate with the Sr. Director on the selection and development of grant opportunities, loans or other financial arrangements that support the strategy of UR Medicine & our Affiliates.

Lead the development of capital and operating budgets, budget justifications and narratives and collecting or developing any additional financial documentation needed for grant applications alone or in partnership with the finance teams at Strong Memorial and Affiliate Hospitals, UR Medical Faculty Group practices, FQHCs, and other community partners.

Provide initial financial management support on grant awards until a dedicated financial manager can be identified and/or trained to manage an award.

As the scope of our grant funding expands, hire and manage a team of accountants supporting grants within the Regional Business Development Department.

Oversee the quarterly and annual financial reporting on all grants in compliance with state and federal regulations and UR policies including submitting timely budget modification and extension requests as needed.

Collaborate with ORPA on auditing new financial partners, developing subcontracts (budget and scope of work), advising current and potential subcontractors on the budget development process and monitoring their timely submission of invoices and financial reports.

Collaborate with procurement on the development of appropriate vendor contracts; and

Advise and support departments in budgeting of unfunded personnel costs; data management costs; publication costs and other areas that may be overlooked in the budgeting process.

Other duties as assigned.

ESSENTIAL FUNCTIONS

Leadership and Compliance Management

• Works with Affiliate CEOs, CFOs and URMFG Principal Investigators, Division Chiefs and Administrators on hiring, coaching, development & management of proposed grant budgets and financial management staff that carry out grant awards, leading to successful grant applications and optimal grant financial management. Foster an expectation of accountability and recognition for teamwork. Communicate effectively and regularly with direct and indirect reports to set priorities and ensure successful completion of work, providing clear and appropriate expectations/standards. 
• Ensures compliance with institutional policies and expectations that occur within departments or hospitals awarded a grant through our team, including but not limited to, Post Award Workbooks, Effort Reporting, Progress Reports, and Quarterly & Final Financial Reports.  Overseeing grant accounting in WorkDay accounting system for any grants under the control of Regional Administration.  Responsible for keeping up to date with university, NYS and federal grant regulations, and disseminating and implementing policies within the department to ensure compliance.  Manages and creates processes to meet sponsor proposal and reporting deadlines. Implements best practice improvements to achieve maximum efficiency and effectiveness in grant funding and operations. Hires, trains, and manages performance for members of the Regional Grants Financial Management team including annual and ongoing evaluations and provides input as requested, to department leaders who have collaborated with us on financial management.

Pre-Award Portfolio Management

• Prepares sponsored project budgets and financial models and coordinates all components of the submission process for subcontractor agreements and vendor contracts. Advises principal investigators on appropriate budget submissions and enters the final budget into iORA or other grant systems. Reviews Notice of Funding Opportunities and advises PIs and URMC leadership on financial risks. Prepares and submits financial proposal package to the Office of Research and Project Administration (ORPA).  Negotiates budgets with subcontractors and coordinates pre-award risk assessments with potential partners and ORACS as needed. Serves as liaison to executive sponsors and University offices involved in sponsored funding including URMC Executive Team, Affiliate Executive Teams, Office of Research and Costing Standards (ORACS), Research Subjects Review Board (RSRB) and others as needed.

Post Award Portfolio Management

• Establishes a foundation for successful grant financial management with every new grant through the performance of the functions outlined in this section. Transitions financial management to hospital / department dedicated financial manager when appropriate, continuing to oversee and advise new hires as they develop competency in grants financial management.
• Review Notices of Award for accuracy and impacts to project.  Ensures fiscal controls directly (assigned grants) and indirectly (department grants) by overseeing the implementation of funder revenue & expense guidelines. Responsible for designing, implementing and maintaining financial reports and spreadsheets and then reviewing these with and advising the Principal Investigator on developing and managing their budget; approving staffing allocations consistent with effort reporting; understanding project modifications and their impact on future expenses; and complying with NYS & Federal regulations. Manages invoicing of funders / sponsors; resolves invoicing and ledger discrepancies; develops and oversees subcontract financial performance; and administration of other financial transactions pertinent to the fiscal success of the project.
• Works closely with PI to ensure the complete and appropriate spending of all grant funds in a timely manner. Drafts the financial section of Progress Reports, Final Financial Reports, Continuation Requests, Funding Reallocation Requests and other financial transaction communication with funders.

Strategic Planning & Implementation

• Works with the Sr Director of Business Development, Regional Executive Team, and Affiliate or Department leadership in the development and execution of URMC’s strategic initiatives that involve external funding. Develops understanding of unfunded strategic initiatives and identifies potential funding opportunities with URMC and Affiliate leadership. Makes recommendations, prepares correspondence, analyses and reports in support of strategic planning and problem resolution. Participates on committees and discussion forums internal and external to the department to stay apprised of the grant landscape.  

Reporting and Communications

• Collects, analyzes, and reports overall program performance statistics on the grant portfolio to the Sr. Director of Business Development and Regional Executive Team. Provides analytic reporting and communication. Provides regular reports regarding fiscal management of regional grants including projected surpluses/deficits, significant changes in faculty or staff support, and potential shortfalls of grant funding. Analyzes and identifies trends as they relate to sponsored program funding, including the ability of indirect costs to cover the regional grant funding program. Collaborates with other departments to maximize the use of financial management resources across the system, in order to maximize our funding opportunities. Represents the PIs or Regional Executive Team to outside organizations, other internal departments, and interested parties involved in active and pending grant programs.

Other projects and job duties as assigned

QUALIFICATIONS

• Bachelor’s degree and 5 years relevant experience including at least 2 years at a managerial level required.
• Master’s degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable required.
• CPA or bachelor’s degree in accounting preferred.
• 3-5 years of experience with grants management in an academic medical setting required.
• Experience in financial accounting of both capital and operating grants preferred.
• Experience with Workday, Axiom, HRSA Electronic Handbook preferred.
• Experience in the UR IORA (Integrated Online Research Administration), Grants.gov, NYS SFS, and other grant submission portals required.
• Strong interpersonal, presentation, and written and oral communication skills required.
• Strong analytical skills, problem-solving ability, and ability to work both independently and collaboratively within or leading a team required.
• Strong organizational skills, attention to detail, and ability to manage multiple projects and priorities required.
• Through familiarity with MS Office suite, particularly Excel required.
• Must achieve and maintain CLASP Certification within 1 year required.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.