Grants and Contracts Admin II
University of Rochester, Rochester, NY, United States
Overview
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: 400240 Pharmacology & Physiology Admi
Work Shift: UR - Day (United States of America)
Range: UR URG 110 H
Compensation Range: $29.05 - $40.67
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
The Department of Pharmacology and Physiology is a research-intensive basic science department with over $11M in total extramural funding. The department also manages the basic science pre- and post-award sponsored research activities for the Department of Anesthesiology and Perioperative Medicine in a Business Center format.
The Grants and Contracts Admin II is responsible for the management of post-award sponsored research activities for numerous research accounts, start-up accounts, and other institutional accounts (e.g., operational, endowment, gift, plant, core facility, etc.) and the assisting of pre-award duties along with the Manager, Grants Management. Knowledge, review, and adherence to institutional and sponsor policies is a critical component in the pre- and post-management of sponsored research projects and essential to the functional responsibilities of the Grants and Contracts Admin II position. The Grants and Contracts Admin II will work closely with the departmental Manager, Grants Management and will be responsible for administrative activities such as data entry, account reconciliation, and report preparation. There will be significant autonomy and direct contact with faculty/investigators and other laboratory personnel, funding sponsors, subcontractors, ORPA, ORACS, Purchasing, HR, Audit, and other University departments/units. Typical sponsors include National Institutes of Health, New York State, American Heart Association, and numerous other foundations and corporate sponsors.
Post-Award Grant Management
Post award responsibilities include grants management with the utilization of the URGEMS encumbrance accounting system for data entry, report preparation, ledger review, reconciliation, and projections, as well as WORKDAY/URFINANCIALS/P2P. The Grants and Contracts Admin II should have an excellent understanding of other University systems, such as MYURHR, IORA, etc. The Grants and Contracts Admin II will perform professional accounting work with responsibility for a portfolio of all University account types, have experience with University accounting systems for financial reporting, cost analysis, distribution, classification of accounts and funds, with special emphasis for sponsored research accounts. Review for allowability, allocability, and reasonableness of expenditures on sponsored research and institutional accounts prior to purchase approval, and in accordance with sponsor and institutional policies. Perform cost finding analyses and redistribution of costs or recovery from third party sponsored programs. Prepare projection reports as part of continuation proposal process and assist with the completion of grant progress and final reports. Maintain grant effort spreadsheets as part of the progress report process. Set up accounts in URGEMS using IORA notices. Evaluate IORA report for accuracy based on sponsored award letter and contact ORPA and ORACS with any corrections. Review and input data into URGEMS from various payment mechanisms for numerous accounts, double-checking appropriateness of expenditures and account and subcode designations, or direct work of other staff responsible for encumbrance activities.
Pre-Award
The Grants and Contracts Admin II will independently develop draft budgets during pre-award stage for proposals, subcontracts, sponsored research agreements, collaborative research agreements, etc. under the direction of the Manager, Grants Management. Over the course of a year, the Grants and Contracts Admin II will work towards gaining autonomy to work directly with PIs on the submission of sponsored research proposals, progress reports, training grants, center grants, and fellowships for the Department of Pharmacology & Physiology and the Anesthesiology and Perioperative Sponsored Research Business Center. This includes formatting documents to meet sponsor guidelines, proofread, prepare, assemble and organize information and documentation for use in the submission of proposals. Will prepare documents for the Just -In -Time (JIT) submission of pre-award information for the PIs in the Department of Pharmacology & Physiology and the Anesthesiology and Perioperative Sponsored Research Business Center. The Grants and Contracts Admin II will have extensive use of IORA, NIH COMMONS, NIH ASSIST, UR Financials, and URGEMS systems for reporting and analysis of faculty research grants. Maintain liaison with sponsored research funding agencies (e.g., NIH, NSF, NYS, AHA, FAER, industry sponsors, foundations, corporations, etc.), consortium institutions, and institutional departments that support research activities (e.g.,ORPA, ORACS, Finance, Audit, UCAR, etc.).
Oversight of faculty portfolios
The Grants and Contracts Admin II will provide oversight of various ledger accounts, projection of spending patterns, and meeting/advising investigators concerning fiscal matters on their grants, as well as participation in audits. The Grants and Contracts Admin II must have an advanced level of understanding of general accounting theory, experience and knowledge of the University’s accounting system, and knowledge of institutional and sponsor practices and policies to appropriately manage accounts. The Grants and Contracts Admin II will support the departmental and institutional organizational missions and visions, have excellent interpersonal skills, be able to multitask, and a willingness to work in a team environment. The Grants and Contracts Admin II should have excellent verbal and written skills, will need to maintain CLASP certification, and will be responsible for training and development activities for staff members as directed.
Financial Reporting
The Grants and Contracts Admin II will independently develop and analyze specialized financial reports and spreadsheets as needed to assist the Chair, Leadership Team, Principal Investigators/Faculty, and other researchers in the appropriate review of ledgers and other financial reports required by sponsors, Auditing, or the Dean’s office. Prepare projections of encumbrances and expenditures and analyze as necessary, such as for accuracy, allocability, and reasonableness of costs, for close-out of accounts, and adherence to agency guidelines. Ensure compliance with internal and external (federal or agency specific) regulations to ensure all transactions are compliant. Routinely meet with Chair, Leadership Team (primarily Manager, Grants Management), and researchers to review status of accounts and to make recommendations for the appropriate allocation of funds and/or cost savings. Review financial data to identify and isolate problems, analyze problems, and make recommendations to modify or develop processes or reports to correct problems. Review monthly, semi-monthly, and bi-weekly payroll forms to ensure accurate account information and changed distributions are to-date and/or changed in MYURHR by departmental payroll staff. Complete the planned confirmation report.
Grant Close-Out
The Grants and Contracts Admin II will prepare projections of encumbrances and expenditures and analyze as necessary, such as for accuracy, allocability, and reasonableness of costs, for close-out of accounts, and adherence to agency guidelines. Ensure compliance with internal and external (federal or agency specific) regulations to ensure all transactions are compliant. Routinely meet with the Manager, Grants Management and researchers to review status of accounts and to make recommendations for the appropriate allocation of funds and/or cost savings. Review financial data to identify and isolate problems, analyze problems, and make recommendations to modify or develop processes or reports to correct problems. Close-out accounts and prepare and analyze URGEMS reports and preliminary or final financial reports for ORACS. Prepare preliminary agency financial reports as required by sponsor or ORACS. Review reports with supervisors, or principal investigator as needed. Develop and design spreadsheets and reports as for closeout activities and present information. Ensure final close-out materials and all supporting documentation will stand audit.
Monthly Ledger Analysis (5%)
Analyze and monitor monthly ledgers, reconcile charges with URGEMS. Identify discrepancies, problems or errors and make corrections with appropriate central administrative or service department. Prepare monthly URGEMS encumbrance reports of expenditures and balances and prepare detailed spreadsheets as necessary. Ensure back-up documentation for expenditures is appropriate and will suffice for audit purposes. Keep the Manager, Grants Management advised on the status of projects, accounts, and audit issues. Manage encumbrance accounting for departmental salaries on URGEMS and ensure accuracy with MYURHR. Monitor ledgers for accurate salary and benefit distributions, compare with information in URGEMS and MYURHR, and prepare forms such as Payroll Costing Allocations (PCA’s) and Payroll Accounting Adjustments (PAA’s) as necessary and work with researchers on the appropriate allocation of effort on projects.
Participation in University user groups/Liaison with University Departments (5%)
Liaison with ORPA, ORACS, Accounts Payable, Purchasing, HR, Auditing, and other service departments, as well as funding agencies. Consult with ORPA, ORACS, and Auditing on matters such as purchasing restrictions, allocability and reasonable of costs and effort. Meet with research faculty and laboratory personnel to review departmental policies and procedures for the management of sponsored research funds and other institutional accounts. Participate in pre- and post-award related user groups and administrative meetings, such as IORA, WORKDAY/URFINANCIALS, Purchasing groups, etc. Participate in special purpose meetings, such as audits, pilot programs, meetings with central administrative departments, etc. Represent department on committees, teams, and participate fully in professional development activities of departmental staff. Attend CLASP certification training program and maintain certification. Perform a variety of administrative and routine duties in support of departmental operations. Duties include, but not limited to copying/scanning, and filing ledgers and support documentation, payroll review and approval, and assistance with department functions.
Other Projects And Job Duties As Assigned.
Minimum Education & Experience
Bachelor’s degree in Accounting and or equivalent required
or combination of education and experience.
3 years’ experience in an accounting and/or post-award administrative position required
Knowledge, Skills And Abilities
Willingness to train staff, share information and knowledge, and assist on special projects and other-related duties.
Requires strong computing skills (Word, Access, Excel), communication skills (including written communication)
Willingness to learn and adapt to new systems and changes in institutional priorities and policies.
Advanced knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs, and experience with URGEMS, IORA, WORKDAY/URFINANCIALS, MYURHR preferred.
Licenses & Certifications
Successful candidate will need to attend CLASP training and maintain certification.
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.
#J-18808-Ljbffr
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: 400240 Pharmacology & Physiology Admi
Work Shift: UR - Day (United States of America)
Range: UR URG 110 H
Compensation Range: $29.05 - $40.67
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
The Department of Pharmacology and Physiology is a research-intensive basic science department with over $11M in total extramural funding. The department also manages the basic science pre- and post-award sponsored research activities for the Department of Anesthesiology and Perioperative Medicine in a Business Center format.
The Grants and Contracts Admin II is responsible for the management of post-award sponsored research activities for numerous research accounts, start-up accounts, and other institutional accounts (e.g., operational, endowment, gift, plant, core facility, etc.) and the assisting of pre-award duties along with the Manager, Grants Management. Knowledge, review, and adherence to institutional and sponsor policies is a critical component in the pre- and post-management of sponsored research projects and essential to the functional responsibilities of the Grants and Contracts Admin II position. The Grants and Contracts Admin II will work closely with the departmental Manager, Grants Management and will be responsible for administrative activities such as data entry, account reconciliation, and report preparation. There will be significant autonomy and direct contact with faculty/investigators and other laboratory personnel, funding sponsors, subcontractors, ORPA, ORACS, Purchasing, HR, Audit, and other University departments/units. Typical sponsors include National Institutes of Health, New York State, American Heart Association, and numerous other foundations and corporate sponsors.
Post-Award Grant Management
Post award responsibilities include grants management with the utilization of the URGEMS encumbrance accounting system for data entry, report preparation, ledger review, reconciliation, and projections, as well as WORKDAY/URFINANCIALS/P2P. The Grants and Contracts Admin II should have an excellent understanding of other University systems, such as MYURHR, IORA, etc. The Grants and Contracts Admin II will perform professional accounting work with responsibility for a portfolio of all University account types, have experience with University accounting systems for financial reporting, cost analysis, distribution, classification of accounts and funds, with special emphasis for sponsored research accounts. Review for allowability, allocability, and reasonableness of expenditures on sponsored research and institutional accounts prior to purchase approval, and in accordance with sponsor and institutional policies. Perform cost finding analyses and redistribution of costs or recovery from third party sponsored programs. Prepare projection reports as part of continuation proposal process and assist with the completion of grant progress and final reports. Maintain grant effort spreadsheets as part of the progress report process. Set up accounts in URGEMS using IORA notices. Evaluate IORA report for accuracy based on sponsored award letter and contact ORPA and ORACS with any corrections. Review and input data into URGEMS from various payment mechanisms for numerous accounts, double-checking appropriateness of expenditures and account and subcode designations, or direct work of other staff responsible for encumbrance activities.
Pre-Award
The Grants and Contracts Admin II will independently develop draft budgets during pre-award stage for proposals, subcontracts, sponsored research agreements, collaborative research agreements, etc. under the direction of the Manager, Grants Management. Over the course of a year, the Grants and Contracts Admin II will work towards gaining autonomy to work directly with PIs on the submission of sponsored research proposals, progress reports, training grants, center grants, and fellowships for the Department of Pharmacology & Physiology and the Anesthesiology and Perioperative Sponsored Research Business Center. This includes formatting documents to meet sponsor guidelines, proofread, prepare, assemble and organize information and documentation for use in the submission of proposals. Will prepare documents for the Just -In -Time (JIT) submission of pre-award information for the PIs in the Department of Pharmacology & Physiology and the Anesthesiology and Perioperative Sponsored Research Business Center. The Grants and Contracts Admin II will have extensive use of IORA, NIH COMMONS, NIH ASSIST, UR Financials, and URGEMS systems for reporting and analysis of faculty research grants. Maintain liaison with sponsored research funding agencies (e.g., NIH, NSF, NYS, AHA, FAER, industry sponsors, foundations, corporations, etc.), consortium institutions, and institutional departments that support research activities (e.g.,ORPA, ORACS, Finance, Audit, UCAR, etc.).
Oversight of faculty portfolios
The Grants and Contracts Admin II will provide oversight of various ledger accounts, projection of spending patterns, and meeting/advising investigators concerning fiscal matters on their grants, as well as participation in audits. The Grants and Contracts Admin II must have an advanced level of understanding of general accounting theory, experience and knowledge of the University’s accounting system, and knowledge of institutional and sponsor practices and policies to appropriately manage accounts. The Grants and Contracts Admin II will support the departmental and institutional organizational missions and visions, have excellent interpersonal skills, be able to multitask, and a willingness to work in a team environment. The Grants and Contracts Admin II should have excellent verbal and written skills, will need to maintain CLASP certification, and will be responsible for training and development activities for staff members as directed.
Financial Reporting
The Grants and Contracts Admin II will independently develop and analyze specialized financial reports and spreadsheets as needed to assist the Chair, Leadership Team, Principal Investigators/Faculty, and other researchers in the appropriate review of ledgers and other financial reports required by sponsors, Auditing, or the Dean’s office. Prepare projections of encumbrances and expenditures and analyze as necessary, such as for accuracy, allocability, and reasonableness of costs, for close-out of accounts, and adherence to agency guidelines. Ensure compliance with internal and external (federal or agency specific) regulations to ensure all transactions are compliant. Routinely meet with Chair, Leadership Team (primarily Manager, Grants Management), and researchers to review status of accounts and to make recommendations for the appropriate allocation of funds and/or cost savings. Review financial data to identify and isolate problems, analyze problems, and make recommendations to modify or develop processes or reports to correct problems. Review monthly, semi-monthly, and bi-weekly payroll forms to ensure accurate account information and changed distributions are to-date and/or changed in MYURHR by departmental payroll staff. Complete the planned confirmation report.
Grant Close-Out
The Grants and Contracts Admin II will prepare projections of encumbrances and expenditures and analyze as necessary, such as for accuracy, allocability, and reasonableness of costs, for close-out of accounts, and adherence to agency guidelines. Ensure compliance with internal and external (federal or agency specific) regulations to ensure all transactions are compliant. Routinely meet with the Manager, Grants Management and researchers to review status of accounts and to make recommendations for the appropriate allocation of funds and/or cost savings. Review financial data to identify and isolate problems, analyze problems, and make recommendations to modify or develop processes or reports to correct problems. Close-out accounts and prepare and analyze URGEMS reports and preliminary or final financial reports for ORACS. Prepare preliminary agency financial reports as required by sponsor or ORACS. Review reports with supervisors, or principal investigator as needed. Develop and design spreadsheets and reports as for closeout activities and present information. Ensure final close-out materials and all supporting documentation will stand audit.
Monthly Ledger Analysis (5%)
Analyze and monitor monthly ledgers, reconcile charges with URGEMS. Identify discrepancies, problems or errors and make corrections with appropriate central administrative or service department. Prepare monthly URGEMS encumbrance reports of expenditures and balances and prepare detailed spreadsheets as necessary. Ensure back-up documentation for expenditures is appropriate and will suffice for audit purposes. Keep the Manager, Grants Management advised on the status of projects, accounts, and audit issues. Manage encumbrance accounting for departmental salaries on URGEMS and ensure accuracy with MYURHR. Monitor ledgers for accurate salary and benefit distributions, compare with information in URGEMS and MYURHR, and prepare forms such as Payroll Costing Allocations (PCA’s) and Payroll Accounting Adjustments (PAA’s) as necessary and work with researchers on the appropriate allocation of effort on projects.
Participation in University user groups/Liaison with University Departments (5%)
Liaison with ORPA, ORACS, Accounts Payable, Purchasing, HR, Auditing, and other service departments, as well as funding agencies. Consult with ORPA, ORACS, and Auditing on matters such as purchasing restrictions, allocability and reasonable of costs and effort. Meet with research faculty and laboratory personnel to review departmental policies and procedures for the management of sponsored research funds and other institutional accounts. Participate in pre- and post-award related user groups and administrative meetings, such as IORA, WORKDAY/URFINANCIALS, Purchasing groups, etc. Participate in special purpose meetings, such as audits, pilot programs, meetings with central administrative departments, etc. Represent department on committees, teams, and participate fully in professional development activities of departmental staff. Attend CLASP certification training program and maintain certification. Perform a variety of administrative and routine duties in support of departmental operations. Duties include, but not limited to copying/scanning, and filing ledgers and support documentation, payroll review and approval, and assistance with department functions.
Other Projects And Job Duties As Assigned.
Minimum Education & Experience
Bachelor’s degree in Accounting and or equivalent required
or combination of education and experience.
3 years’ experience in an accounting and/or post-award administrative position required
Knowledge, Skills And Abilities
Willingness to train staff, share information and knowledge, and assist on special projects and other-related duties.
Requires strong computing skills (Word, Access, Excel), communication skills (including written communication)
Willingness to learn and adapt to new systems and changes in institutional priorities and policies.
Advanced knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs, and experience with URGEMS, IORA, WORKDAY/URFINANCIALS, MYURHR preferred.
Licenses & Certifications
Successful candidate will need to attend CLASP training and maintain certification.
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.
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