Grants & Contracts Administrator

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Job Location (Full Address):

220 Hutchison Rd, Rochester, New York, United States of America, 14620

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

220540 Deans Office SEAS

Work Shift:

UR - Day (United States of America)

Range:

UR URG 110

Compensation Range:

$61,000.00 - $85,400.00

Responsibilities:

The Grants & Contracts Admin II will report to Finance Director as part of Hajim’s central research administrative team. The individual will lead the administration and management of a research center/department, and works closely with Executive Committees, faculty and administrators of affiliated departments, centers, and institutes, and with external partners in both industry and academia. The position requires strong leadership, management, and analytical skills, and the motivation to continue the growth of Hajim’s research portfolio and in support of its mission. The individual should have experience in research and grants administration and daily monitoring of grants and contracts and with the administration of an organization the size of academic department or larger. The individual will also serve as a university expert and resource in research policy and administration, for example by serving on the Integrated Online Research Administrators Group, the River Campus Research Administrators Group, and the Medical Center Administrators Group.

Under the general direction of a Finance and Operations Manager, but with latitude to exercise independent judgement, the Grants & Contracts Admin II will manage the daily operations of a department’s or faculty caseload’s research portfolio. This will require some pre-award and strong post-award grants management activities such as proposal and budget preparation and coordination with numerous internal University offices including the Office of Research and Project Administration (ORPA), Office of Research Accounting and Costing Standards (ORACS), University Audit, and the Hajim Deans Office, and ensuring compliance with sponsor terms. Maintaining positive and effective working relationships is paramount for this role.

The Grants and Contracts Admin II must be willing to perform both large and small tasks in support of Hajim’s research portfolio daily monitoring and growth. The Grants & Contracts Admin II will work closely with other grants and research colleagues in Hajim Departments to manage financial accounts. These activities will include developing financial reports, budgeting, and projections for the departments and other assigned accounts, coordinating salary allocations, and overseeing accounting, invoicing, payments/reimbursements, and transaction approvals including purchase orders and supply agreements.

The current need for grants and research support from this role is in the Institute of Optics. Pending funding and research portfolio needs, this position could support other departments, Institutes, Centers and Directors in the future.

ESSENTIAL FUNCTIONS

• Performs accounting activities related to grants once awards have been initiated. Ensures the accuracy and timeliness of grant-related invoicing, expenditures, payments, requisitions, payroll and other financial transactions. Performs monthly financial reports such as forecasts, budget variances, and grant expenditures. Creates a comprehensive report and presents and communicates information clearly and effectively verbally, in writing, and in graphic form. Manages the financial responsibilities for awards. Reviews total grant financials annually or at project end as required.
• Manages grant budgets and acts as a liaison between principal investigators, ORPA, and ORACS for all grant related activities and requirements. Makes recommendations and provides decision support to senior leadership (Dean, Department Managers, Department Chairs) and principal investigators based on data analytics of financial position of their research portfolio.
• Assists with the annual and end-of-project financial reports used to close out grants for Office of Research Accounting and Costing Standards (ORACS). Assists with grant closeout and extension request process.
• Works with the department staff for faculty in their caseload to ensure accuracy and up-to-date actions taken for financial-related tasks such as – faculty summer salary, effort certification, URSpace reporting, funding reallocations needed to align with grant cycles, graduate student financial support
• Performs all purchasing request forms for faculty and staff for both capital and non-capital equipment. Collaborates with faculty and lab personnel to determine financial accounts and spend codes and ensure accurate accounting processes are being administered. Analyzes account purchases and advises faculty on purchases and account status. Devises methods of reporting to faculty and prepares appropriate purchasing documents for purchases.
• Assists Grants and Contracts Administrators with budgets for grant proposals. Works with the Office of Research and Project Administration (ORPA) to set up and maintain funded projects.
• Oversees and coordinates the accurate entry of data into account systems to enable timely and accurate financial reporting. Assists with audits to accounting functions; monitoring expenditures and other related activities to ensure compliance with internal and sponsor regulations. Meets regularly with the department Administrator and Chair of their caseload to discuss status of finances. Assists accounting staff and other members of Hajim. Consults with university auditors on policy and procedural questions.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 2 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Extensive knowledge, experience, and skills in research policies, grants and contracts administration preferred
• Strong interpersonal, organizational, and communication skills, both verbal and written preferred.
• Strong skills and experience with funding policies and procedures from a wide range of international, federal, state, and industrial funding sources preferred
• Willingness to meet continuous learning requirements by attending regular monthly meetings, electives and Annual CLASP Update as well as the following UR Systems:
  • UR Financials
  • Procure to Pay (P2P) Purchasing system
  • HRMS
  • IORA
  • Cognos
• Willingness to participate in on-going training to stay abreast of compliance issues related to sponsored research and attends these meetings as appropriate.
• Ability to monitor and produce financial reports for principal investigators and sponsors.
• Experience coordinating and managing multiple research projects preferred.
• Strong proficiency with Windows and Mac OS, Microsoft Office and Excel spreadsheets preferred

• Experience with grant programs, such as ASSIST, Grants.gov, NSF eBRAP and Research.gov is preferred

LICENSES AND CERTIFICATIONS

• Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required

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