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About the Role

The Grants and Contracts Administrator serves as the primary contact for all sponsored projects and contracts for faculty in the Warner School of Education and Human Development. This role supports the research infrastructure by implementing processes, coordinating workshops, and managing pre- and post-award activities in collaboration with various university offices and funding organizations.

Responsibilities

• Serve as the administrator and primary contact for all sponsored projects and contracts proposed by and awarded to faculty in the Warner School of Education and Human Development.
• Develop and support the research infrastructure at Warner, implementing processes and coordinating workshops and mentoring activities.
• Partner with faculty, primary investigators, the Office for Research and Project Administration (ORPA), and funding organizations on pre/post award sponsored research activities.
• Collaborate with the Associate Dean for Research to manage the preparation and submission of projects and proposals, including budgets.
• Assist with locating sources of outside funding.
• Support pre- and post-award logistics, including coordination of the Warner Research Subjects Review Board (RSRB) team and processes.
• Support PI with award management, overseeing financial activity and ensuring compliance with sponsor terms, University policies/procedures, and federal regulations.
• Maintain collaborative relationships with the Office of the Dean, Warner Finance, ORPA, Office of Research and Accounting Cost Standards (ORACS), Purchasing Services, and other administrative areas within the University.
• Support faculty in the development, submission, and renewal of various types of government, foundation, private, or industry-sponsored projects.
• Manage all applications for sponsored funding at Warner, assisting principal investigators with proposal preparation, budget development, subcontracts, cost sharing, proposal sign-off, and other required documentation.
• Develop and manage the grant submission timeline, ensuring all participants meet key deliverables.
• Manage the development of all other grant pieces among relevant team members, such as budget, sign-off, facilities, resources, and biosketches.
• Develop proposal budgets based on programmatic needs, University policy, and sponsoring agency requirements.
• Collaborate with primary award organizations to develop scope of work requirements and allowable costs.
• Assist faculty in updating biographical sketches and other required supporting documentation.
• Review and format proposal documents to ensure compliance with sponsor guidelines and to maximize proposal impact.
• Advise and ensure adherence to all federal and university guidelines, policies, and procedures.
• Submit proposals for internal (ORPA) review and approval.
• Navigate internal and external proposal application processes and electronic proposal systems.
• Serve as the liaison with other departments/schools or universities for collaborative proposals/sub-awards.
• Serve as the primary contact for sponsored research at Warner.
• Independently identify grant/funding opportunities from a variety of sponsors.
• Collaborate with other University offices to identify revenue-generating opportunities.
• Support faculty and Associate Dean for Research in determining application feasibility and likelihood of award.
• Develop and support research infrastructure to ensure systems and supports promote research activities at Warner.
• Develop and maintain standard operating procedures for submission, acceptance, management, and closing of sponsored research activities.
• Implement processes, identify knowledge gaps, and coordinate training opportunities for faculty related to proposal and research development.
• Create templates and establish standards for supporting documentation.
• Maintain and regularly update online resources.
• Monitor and apprise PI of post-award activity, including expenditures, budgets, and effort, to ensure compliance.
• Oversee project account management, sub-contract management, and project closeout activities.
• Confirm new awards and sub-projects with correct budgets and documentation.
• Ensure project account setup, including sub-awards.
• Review and approve expenditures on sponsored project accounts.
• Ensure the accuracy and timeliness of grant-related invoicing, expenditures, payments, requisitions, and purchase orders.
• Review project accounts and projections monthly, identifying and resolving errors.
• Verify that costs are allowable and allocable and that sponsor requirements for financial reporting are met.
• Meet with Principal Investigators (PIs) regularly to review award status and projections.
• Confirm graduate assistantship assignments with PIs and communicate assignment and cost allocation information.
• Seek approval for no-cost extensions, re-budgeting, carryover, and effort reduction from sponsoring agencies.
• Develop financial models for programs consisting of multiple sponsored project awards.
• Make recommendations regarding resource allocation, program no-cost extension requests, and planned use for carry-forward funding.
• Develop procedures to document mandatory and non-mandatory cost-sharing.
• Prepare reports on collective project costs as needed.
• Develop and maintain effort monitoring and certification systems.
• Collaborate to monitor grant-related effort, confirming consistency between reported and expended effort.
• Review and approve salary allocations in a timely fashion.
• Ensure timely certification of effort is completed.
• Initiate or approve appointment, change of distribution, summer compensation, and other payroll forms.
• Serve as a resource for Warner researchers to support implementation of sponsored research studies and activities.
• Ensure clarity of policies and procedures for key research functions.
• Support Warner researchers in data management practices and resources.
• Coordinate internal funding mechanisms for faculty.
• Verify all project-end reporting and activity is complete.
• Keep abreast of sponsors’ policies and procedures, as well as trends in the field.
• Participate in professional meeting sessions or workshops.
• Assist with the annual research space & equipment survey.
• Perform other duties as assigned.

Requirements

• Bachelor's degree required and training in an administrative area (e.g., Management, Accounting, Finance, Law, or Public Policy) or related field.
• 2 years of related research administration experience required.
• Or equivalent combination of education and experience.
• Grants management certification desirable.
• 4 years of progressive responsibility with pre and post award grants management experience preferred.
• Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required.

Skills

• Firm understanding of grant finances, including budgeting.
• Strong facility and aptitude with Excel.
• Knowledge of post-award grants budgeting.
• Problem-solving skills.
• Communication skills.
• Organizational skills.
• Ability to prioritize workload.
• Hard drive and software computer skills.
• Budgeting knowledge.
• Excellent knowledge of MS Office (Excel, Outlook, Word).
• Professionalism demonstrated by excellent interpersonal relationship-building.
• High degree of organization.
• Demonstrated ability to work independently and effectively manage own workload.
• Outstanding communication skills, including written communication.

Location

• 445 Alumni Rd, Rochester, New York, United States of America, 14627

Work Type

• Regular
• Full time

Experience Level

• 2 years of related research administration experience required
• 4 years of progressive responsibility with pre and post award grants management experience preferred

Education Level

• Bachelor's degree required and training in an administrative area (e.g., Management, Accounting, Finance, Law, or Public Policy) or related field.

Salary/Compensations

• $61,000.00 - $85,400.00

About the Company

• 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.

Equal Opportunity

• 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.