Grants Management Specialist 2

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):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

210450 Center for Visual Science

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$56,500.00 - $79,100.00

Responsibilities:

The Grants Management Specialist provide grant administration and financial management support to multiple faculty members affiliated with the Center for Visual Science (CVS) and, in some circumstances, other faculty members. Members of CVS represent a diverse range of departments, institutes, and centers: Neuroscience, Optics, Biomedical Engineering, Brain and Cognitive Sciences, Psychiatry, Ophthalmology, and Computer Science, alongside the Rochester Institute of Technology and various industry partners. Working collaboratively with the Business Administration Manager, Center faculty, departmental administrators, and University research administration offices, the individual will support the development, submission, and management of the Center's sponsored research portfolio.

The position requires strong organizational, analytical, communication, and financial management skills, along with experience in research administration and grants management. The successful candidate will be detail-oriented, proactive, collaborative, and able to manage competing priorities while providing responsive and effective support to multiple faculty members. The individual will contribute to the Center’s research mission, and the overall University’s mission, by helping ensure the effective administration of sponsored projects and compliance with university policies and sponsor requirements.

Under the direction of the Business Administration Manager, the Grants Management Specialist will provide pre-award (as needed) and post-award support for grants and contracts associated with Center faculty as well as select grants and contracts from adjacent units. Pre-award responsibilities may include coordinating proposal preparation and submission, developing and reviewing budgets, gathering supporting documentation, monitoring deadlines, and coordinating with internal University offices, including the Office of Research and Project Administration (ORPA), the Office of Research Accounting and Costing Standards (ORACS), and other relevant administrative units. Post-award responsibilities will include monitoring grant expenditures, reviewing account activity, tracking project budgets, coordinating salary allocations, preparing financial reports and projections, and assisting with compliance with sponsor terms and University policies.

The Grants Management Specialist will work closely with faculty, research staff, the Business Administration Manager, and departmental and central administrative partners to support the financial and administrative needs of multiple sponsored projects. The individual will help identify budgetary concerns, monitor spending in relation to award budgets and project timelines, assist with resolving account discrepancies, and communicate relevant financial information to faculty and the Business Administration Manager. Maintaining positive and effective working relationships and providing timely, accurate, and consistent support across the Center's faculty portfolio will be essential to the role.

In addition to grant-specific responsibilities, the Grants Management Specialist will assist with related administrative and financial activities that support the Center's research operations. These activities may include invoice processing, payment and reimbursement coordination, transaction review, meeting coordination, and other administrative tasks as needed.

The Grants Management Specialist will work as part of a highly collaborative administrative team, contributing to the efficient management of the Center for Visual Science's research portfolio. The position will focus on supporting multiple faculty members and their sponsored projects under the guidance of the Business Administration Manager, with responsibilities and priorities coordinated to meet the evolving needs of the Center.

ESSENTIAL FUNCTIONS
Grants Administration and Faculty Support

• Provide pre-award (as needed) and post-award grant administration support to the Center Director and multiple faculty members affiliated with the Center for Visual Science as well as providing such support for select grants and contracts (particularly NIH/NEI) from adjacent units (e.g. BCS, BME, CSC, OPT).
• Coordinate the development, review, submission, and renewal of sponsored research proposals in collaboration with faculty, research staff, departmental administrators, and University research administration offices.
• Develop and maintain proposal submission timelines, track deadlines, and coordinate the collection and preparation of required proposal components, including budgets, budget justifications, facilities and resources statements, biosketches, other support documentation, and letters of support.
• Prepare and process proposals through the University's Integrated Online Research Administration (IORA) system and applicable sponsor electronic research administration systems, ensuring submissions are complete, accurate, and compliant with sponsor and University requirements.
• Assist with the preparation of complex proposals, renewals, supplemental funding requests, and other sponsored project submissions.
• Coordinate the preparation and processing of subcontract documentation, including budgets, letters of intent, and other required materials, in collaboration with external institutions and appropriate University offices.
• Monitor proposal status, award timelines, reporting deadlines, and renewal requirements for assigned faculty and sponsored projects.
• Assist faculty with the preparation and submission of annual progress reports, Research Performance Progress Reports (RPPRs), final reports, and other sponsor-required documentation.
• Coordinate the collection and review of personnel information, effort details, other support documentation, publications, and other required materials for proposal submissions and progress reports.
• Maintain organized and accurate proposal and award records and provide updates on submission status, funding outcomes, and upcoming deadlines to faculty and the Business Administration Manager.
• Maintain working knowledge of federal regulations, sponsor policies, and University procedures governing sponsored research and assist faculty with understanding applicable requirements.
• Coordinate with the Office of Research and Project Administration (ORPA), the Office of Research Accounting and Costing Standards (ORACS), and other University offices to facilitate proposal submission, award administration, and compliance.
• Identify relevant funding opportunities and share information with faculty and the Business Administration Manager, as appropriate.

Sponsored Project Financial Management

• Support the financial administration and monitoring of sponsored research awards, contracts, and subawards associated with Center-affiliated faculty as well as providing such support for select grants and contracts (particularly NIH/NEI) from adjacent units (e.g. BCS, BME, CSC, OPT).Monitor grant accounts, expenditures, available balances, and spending patterns to identify potential funding concerns, discrepancies, or expenses requiring further review.
• Prepare routine financial reports, budget summaries, projections, and other analyses to assist faculty and the Business Administration Manager in monitoring sponsored project finances.
• Assist with developing proposal budgets, reviewing award budgets, and projecting anticipated expenditures over the life of sponsored projects.
• Review financial transactions for appropriate documentation, available funding, and consistency with approved budgets and applicable sponsor requirements.
• Assist with account reconciliation and the review of financial information in GEMs the University’s tracking and reporting system to support the accuracy and reliability of sponsored project financial data.
• Coordinate with ORACS and other appropriate offices regarding financial reporting, expenditure reviews, invoicing, and the resolution of account discrepancies.
• Assist with monitoring subcontract expenditures, invoices, and financial documentation.
• Review award terms, conditions, budget restrictions, and sponsor requirements and communicate relevant information or concerns to faculty and the Business Administration Manager.
• Assist faculty with understanding allowable expenses, spending restrictions, reporting requirements, and other financial considerations associated with sponsored awards.
• Escalate significant budget variances, potential compliance concerns, and issues requiring financial or institutional review to the Business Administration Manager and Center Director as appropriate.
• Support the preparation of financial information required for sponsor reporting, award closeout, audits, and other financial reviews.

Center and Research Administrative Support

• Provide administrative support for activities related to the Center for Visual Science's sponsored research portfolio and faculty collaborations.
• Coordinate grant-related meetings, communications, documentation, and follow-up activities involving Center faculty, research staff, departmental administrators, and University offices.
• Assist with invoices, payments, and other administrative transactions associated with Center research activities.
• Coordinate administrative documentation for consulting arrangements, material transfer agreements, data use agreements, and other research-related agreements in collaboration with the appropriate University offices.
• Maintain organized records of proposals, awards, sponsor communications, financial reports, and other grant-related documentation.
• Assist with coordinating seminars, workshops, visitors, travel, and other Center activities as needed.
• Support compliance with university administrative policies, procedures, and documentation requirements.
• Maintain effective working relationships with faculty, staff, external collaborators, and University administrative partners to facilitate timely and accurate grant administration.

Departmental and Collaborative Administrative Support (5%)

• Collaborate with the Business Administration Manager, departmental administrators, faculty, and other administrative colleagues on grant-related activities and shared administrative initiatives.
• Assist with select departmental financial and administrative activities as assigned.
• Provide guidance to faculty and research staff on established grant submission procedures, reporting requirements, and the use of IORA and other applicable systems.
• Share grant administration knowledge and procedural information with administrative colleagues, as appropriate.
• Maintain current knowledge of university systems, sponsored research policies, and administrative practices through required training and professional development.
• Perform other related duties as assigned by the Business Administration Manager to support the Center for Visual Science and its affiliated faculty

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree required in accounting or business administration preferred and 2 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grants required
• Experience in and knowledge of IORA (Integrated Online Research Administration) and federal grant application platforms (e.g. ASSIST) required

• Working knowledge, experience, and skills in research policies, grants and contracts administration preferred
• Strong interpersonal, organizational, and communication skills, both verbal and written preferred.
• Continuous Learning for Administrators of Sponsored Programs (CLASP) certification. 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, URGEMS, Procure to Pay (P2P) Purchasing system, and IORA preferred
• Willingness to participate in on-going training to stay abreast of compliance issues related to sponsored research and attends these meetings as appropriate preferred.
• Ability to monitor and produce financial reports for principal investigators and sponsors preferred.
• Experience coordinating and managing multiple research projects preferred.
• Strong proficiency with Microsoft Office and Excel spreadsheets preferred
• Working knowledge and experience with grant programs, such as ASSIST, Grants.gov, NSF, sciENcv and Research.gov is preferred
  

LICENSES AND CERTIFICATIONS

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

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