Grants & Contracts Admin II

Job description

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):**

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:

$60,431.00 - $84,603.00

_The referenced pay range represents the minimum and maximum compensation for this job.

Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._

**Responsibilities:**

GENERAL PURPOSE
The Grants Management Manager leads all administration and management of the research enterprise of the Biomedical Engineering (BME) department and TRaCE-bMPS Research Center.

The individual works with the department Chair and TRaCE-bMPS Director on analyses of research activity and strategic planning focused on growth and advancement of the department and center research portfolios.

The position requires strong leadership, management of two Grants Management Specialists and a Grants & Contracts Admin II, analysis, and mentoring skills, as well as extensive knowledge, experience, and skills in research policies and grants administration.

They act as a university expert and resource in research policy and grants administration, for example by serving on the Integrated Online Research Administrators Group, the River Campus Research Administrators Group, and the Medical Center Administrators Group.

**ESSENTIAL FUNCTIONS**

Lead the Administration of the Department Research Portfolio:

+ Work with the BME Chair and Faculty to analyze research activity and strategically plan the focused growth and advancement of the department research portfolio.
+ Under the guidance of the Director of the TRaCE-bMPS, but with latitude to exercise independent judgement, support the Grants & Contracts Admin II to lead the administration and management of the Center
+ Guide the Grants & Contracts Admin II to work closely with the TRaCE-bMPS Executive Committee, the faculty and administrators of affiliated departments, centers, and institutes, and with external partners in both industry and academia
+ Track research grant submissions and funding and provide analysis summaries for guiding BME departmental decisions.
+ Provide guidance and mentoring of faculty, research staff, and students on grants submission and management processes.
+ In coordination with the BME Lead Administrator and Grants Management Specialists, administer all research grants, provides reports on research activity, coordinates salary allocations, and manages research-based finances and accounts of the BME department
+ Provide oversight to the Grants and Contracts Admin II who will be administering all research grants, providing reports on research activity, coordinating salary allocations, and managing research-based finances and accounts of the TRaCE-bMPS Research Center.
+ Supervise two Grants Management Specialists and one Grants & Contracts Admin II, involved in financial transactions to ensure adherence to Department and TRaCE-bMPS Research Center Protocols.

Provide appropriate training, professional development, and performance evaluation.
+ Acts as a university expert and resource in research policy and grants administration.

Pre-Award Management:

+ Manage pre-award administrative and financial activities related to research projects for the BME department.
+ Review and interpret proposal RFAs for specific budget requirements and provide guidelines to faculty members for submission materials.
+ Develop and oversee operating budgets for BME grants.
+ Develop and oversee subcontract paperwork for submission, including budgets, letters of intent and other documentation needed for subcontracts.
+ Manage and submit cost sharing forms and proposal sign-off forms, along with other University requirements for submissions.
+ Organize competitive and non-competitive renewals.

Work with faculty in getting grant proposals through the University system in a timely and efficient manner.
+ Seek out new funding opportunities that match faculty areas of expertise.
+ Maintain liaison with Sponsored Programs accounting, Research and Project Administration, Audit, and the Dean’s office.

Handle BME financial questions from the Grants Management Officer at NIH, NSF, DOD and other sponsors.
+ Support research grant activities in progress, including R01, U01, UG3/UH3, R21, F31, NSF, DOD and pilots.
+ Assist in applying for renewal or supplemental grants for funding.

Post-Award Management:

+ Coordinate submission of Just-in-Time information for pending BME awards.
+ Review award and contract terms and conditions.

Interprets these conditions and other sponsor policies and communicates to PIs.
+ Ensure that NOAs, NOGAs and grant agreements are correct and align with the University’s understanding of terms and conditions.

Works with central offices and sponsors to resolve any discrepancies.
+ Establish timelines for project completion, including review of agency guidelines for compliance.
+ Using University Financial reports, reconcile federal research accounts (FAO GR5s), including subcontracts.

Monitor all BME account balances and expenditures.

Analyze accounts and use judgment to determine whether the account balances are reasonable.

Ensure that financial data relative to BME research grants is accurate and reliable.
+ Prepare and submit request to issue subcontracts and budgets to the University for implementation along with maintaining information needed from subcontract sites, managing approximately 15 BME subcontracts.

Assess timeliness, accuracy, and completeness of incoming invoices, per sponsor requirements.
+ Initiate and review annual effort reporting with the BME faculty, along with summer salary distribution on grants.
+ Monitor federal research accounts for accurate salary distributions as related to specific grant or University guidelines and establishes guidelines for distribution of expenses for BME Department.
+ Work with ORACS to report on the BME grant spending and finalize invoices to comply with sponsor policies and ensure accurate reporting of expenditures and work done using sponsor funds.
+ Work with PIs to verify accuracy of reporting and keep current on any special circumstances pertaining to grant funding.
+ Create routine reports and design special reports as requested by BME faculty showing current status of funds and reflecting projections and anticipated outcomes for life of grant.

Provide reports to BME faculty and offer recommendations for action.

Identify possible problems, spending patterns, appropriateness of purchases.
+ Coordinate the preparation and submission of annual (or quarterly) progress reports and project renewal applications.
+ Responsible for review and approval of request for payments and journal transfers for BME sponsored research.
+ Review, prepare and submit grant financial closeout reports to the Office of Research Accounting and Costing Standards to comply with sponsor rules and regulations.
+ Responsible for audit and oversight of all BME accounting functions including the monitoring of expenditures and other related activities to ensure compliance with internal and sponsor regulations.

IRB Study Coordinator:

+ Coordinate the submission of IRB applications, amendments and related documents.
+ Collaborate with the PI to implement and monitor project progress, results, and any issues.

Using professional judgment, suggest changes as appropriate to address issues that arise during the study.
+ Review consent forms and consent form revisions and assures that University mandated language related to injury and indemnification, confidentiality and HIPAA authorization is included.
+ Work with BME faculty on IRB submissions, suggest wording changes to consent forms and other documents, assist in developing protocols, interact with IRB staff members, enroll new team members in HSPP training programs to ensure compliance with IRB policies and federal regulations.
+ Maintain the regulatory binders for each study, which includes creating and maintaining all tracking documents and other necessary forms for the study conduct and tracking.
+ Review appropriate data safety and monitoring procedures, including the various SRB/IRB requirements regarding subject safety, data management, and confidentiality with prospective investigators.
+ Participate with the IRB to address any issues with the on-going studies, prepare and submit annual reviews, prepare and submit study modifications for BME.
+ Oversee the administration of petty cash or other subject incentive materials.

Other duties as assigned

**MINIMUM EDUCATION & EXPERIENCE**

+ Bachelor’s degree.

Required
+ 5 years relevant experience, including at least 2 years at a managerial level.

Required
+ Or equivalent combination of education and experience.

Required
+ Strong leadership, management, analysis, strategic planning, mentoring skills, as well as knowledge, experience, and skills in research policies and grants administration.

Required

**KNOWLEDGE, SKILLS AND ABILITIES**

+ UR Financials
+ URGEMS (Encumbrance Accounting System)
+ Procure to Pay (P2P) Purchasing system
+ My URHR
+ Click IRB
+ IORA
+ COGNOS

**LICENSES AND CERTIFICATIONS**

+ CLASP 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.

Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub.

Your application, if submitted using this portal, cannot be moved forward.

**Learn.

Discover.

Heal.

Create.**

Located in western New York, Rochester is our namesake and our home.

One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning.

We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora.

It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.

Required Skill Profession

Other General