Grants Management Spec I

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):**

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

**Opening:**

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400045 Neurology - MC Admin M&D

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

_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
Under general direction and with latitude for independent judgment, provides professional financial and administrative support to the Department of Neurology Research Administration Team.

Utilizes knowledge of the University accounting procedures to provide proper review and control over activity which impacts the financial records of assigned accounts.

Provides accounting support via monthly reporting, reconciliation, procurement, and payroll-related processes for department.

Interprets and applies University policies and procedures, granting agency fiscal policies, and department policies and procedures.

This position will focus on the accounting and financial management for assigned Divisions in the department including the portfolio of grants, clinical trials, operating, gift and endowment accounts working in conjunction with the research administrator, division administrator and department financial leadership accordingly.

**ESSENTIAL FUNCTIONS**

Procurement & Payment Processing Support:

+ Assists research teams and divisional administration in understanding the preferred route for procurement and payment of goods and services.
+ Educates those in assigned portfolio and provides support in utilizing and navigating the University forms and systems for procurement and payment of goods and services.
+ Prepares and submits requisitions, purchase orders, vendor/supplier qualification requests, and/or P-card purchases.

Subcontract & Subaward Management:

+ Manages subcontract component for grants including foreign and multicenter projects, monitors invoices and subcontract budgets and serves as point of contact with sub awardees within assigned portfolio.
+ Submits subcontract invoices for payment via supplier invoice process in UR Financials.
+ Prepares requests for new subcontract and subcontract amendments.
+ Analyzes spending to total subcontract and notifies research administrators of potential issues.

Effort Distribution:

+ Prepares and submits personnel forms/salary distribution changes for processing via myURHR.
+ Updates employee allocation workbooks and associated projections on a routine basis and notifies research and finance administration of upcoming payroll changes required.
+ Tracks submission of payroll forms and ensures URHR system and University ledgers appropriately reflect planned distributions.
+ Bi-annually, assists with university effort certification process.
+ Stays up to date with best practices, system trainings, and reporting options to ensure quality and accuracy of data.

Reconciliation:

+ Reconciles non-salary expenditures monthly by reviewing University ledgers and backup documentation including adjusting journal entries, supplier invoice requests, Employee Expenses Reports, requisitions and purchase orders, and other supporting documentation.
+ Reconciles checks, invoices & Notices of Award, and updates post-award workbooks accordingly.
+ Utilizes excel based shadow system for reconciliation process, in conjunction with UR Financials, URHR, and other diagnostic tools.
+ Ensures transactions are in accordance with sponsor, university and departmental policies.
+ Investigates any discrepancies and take corrective action as needed including preparation of journal entries.

Reporting:

+ Performs monthly analysis and creates financial reports on accounts as assigned.
+ On ad-hoc basis, updates spending and projection on customized reports, utilizing historic trend and account specific knowledge to create an accurate financial picture.
+ Creates summaries by Principal Investigator to assist Grants & Contracts Administrators with regular financial review meetings.
+ Creates summaries and attribute reports by division to assist divisional leadership and finance leadership in quarterly review meetings.
+ Participates in regular financial review meetings to communicate updates or issues with accounts.
+ Develops a variety of spreadsheets on an ad-hoc basis; performs additional financial/accounting duties as needed.

Revenue Management:

+ Reviews agreements to identify invoiceable expenses.

Invoices study sponsors for reimbursable expenses for fixed-price grants and clinical trials.
+ Tracks and reports out on accounts receivable and follows up on outstanding payments for fixed-price projects, and cost-reimbursable studies via the customer invoice reporting process.
+ Prepares deposits for incoming checks and receives notification of incoming wire transfers.
+ Identifies the intended account for incoming revenue and notifies central grant accounting office.
+ Maintains all records for invoices and payments of grant and clinical trial-related activity.

Recordkeeping & Backup Documentation:

+ Maintains all department financial records in electronic filing system for assigned portfolio of accounts.
+ Ensures appropriate supporting documentation is available for each charge to meet audit standards.
+ Saves agreement, award, and invoicing information in appropriate folders and maintains filing structure of financial and award records.

Other duties as assigned

**MINIMUM EDUCATION & EXPERIENCE**

+ Bachelor's Degree REQUIRED (Accounting or related field preferred)
+ 1 year of relevant experience REQUIRED
+ Or equivalent combination of education and experience

**KNOWLEDGE, SKILLS AND ABILITIES** **_PREFERRED_**

+ Experience with NIH or other grants administration, both pre- and post-award, and handling of Federal research grants
+ Experience in and knowledge of Integrated Online Research Administration (IORA) and federal grant application platforms
+ Strong analytical and organizational skills with keen attention to detail and value of data integrity.
+ Positive customer service attitude with strong communication skills, including written communications.

Shows initiative and resourcefulness in managing multiple priorities.
+ Takes responsibility for accomplishing their own work while maintaining confidentiality of information in a professional manner.
+ Microsoft Excel spreadsheet development experience.
+ Experience with UR accounting and payroll procedures preferred.

**LICENSES AND CERTIFICATIONS**

+ Continuous Learning for Administrators of Sponsored Programs (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