Grant Administrator Sr, College of Medicine, Department of Accounting & Finance

Job Overview

The Department of Accounting and Finance, College of Medicine is recruiting a Post-Award Senior Grant Administrator.

Using established procedures with detailed instructions, this Post-Award Grant Administrator will engage in the day-to-day administration of proposal budget development and grant proposal preparation, provide recommendations and advice to management or other groups on process related topics, and conduct or carry out work procedures and activities in accordance with local, state, and federal regulations as well as university financial and administrative policies. Major duties will include reading, understanding, and communicating to key individuals (such as the applicant and business staff) various sponsor guidelines and properly assembling grant proposal materials and project budgets in a high-volume environment with overlapping deadlines and competing priorities. Sponsors may include both federal and non-federal sources. It is expected that the Senior Grant Administrator will be sufficiently experienced to operate on a day-to-day basis with minimal input, direction, assistance, or oversight required from management. Applicants at this level are expected to be largely independent and self-sufficient.

This team-oriented position will offer flexibility for a fully remote schedule for applicants with a residence within OH/IN/KY once training is complete. Applicants outside of the OH/IN/KY area are also eligible to apply. Remote work arrangements are subject to change in accordance with university policies.

Essential Functions

• Responsible for new grant award setup, including participation in the award hand-off meeting with pre-award, reviewing the Notice of Award (NOA) and adjusting budget as needed for financial and regulatory compliance, creating new award setup cases in Salesforce, and determining if advance spending accounts are needed in consultation with Principal Investigators (PI), department business administrators, general accountants, and Sponsored Research Services (SRS).
• Submit subcontract requests to SRS, including budget adjustments and carryover requests. Consult with general accountants regarding post-award financial and regulatory compliance, meeting with PIs, accountants, department business administrators, and pre-award grant administrators for expense reporting and projects, and processing reports and transactions, including subcontract activity for the full lifecycle of the award.
• Process Research Performance Progress Reports (RPPRs), including creating RPPR cases in Salesforce, obtaining required administrative and financial documentation from the PI, department business administrators, general accountants, and subawardees to prepare the progress report, calculating calendar months for personnel effort, and submitting the RPPR to SRS for review and submission to the award sponsor.
• Advise PI’s, department business administrators, general accountants, and SRS in award management matters such as changes in PI and/or key personnel, changes in award scope, changes to subawardees, requests for no-cost extension, and expenditure carryforward request calculations. Collaborate with PI’s, department business administrators, general accountants, and SRS to complete award close-out procedures, including preparation of final expense and financial reports.
• Work directly and collaboratively with the various offices of the university to fulfill all expenditure/ compliance requirements and resolve complex issues that arise through the duration of a sponsored award.
• Assist with dissemination of expertise to train entry-level staff in the department unit to adhere to standards of compliance with sponsored project requirements and dissemination of knowledge of UC-based financial systems and applications to achieve financial and Human Resource objectives.
• Assist faculty, research staff, and/or students with the processing of financial transactions for federal, state, and private grants, contracts, and any other external funding sources.
• Breadth of duties may span several sub-specialties and may be either unit-specific, typically handling post-award grant administration, or more broadly defined encompassing the ability to help grow the research enterprise at UC.
• Provide recommended approaches to assigned work to facilitate achievement of desired results and maintain effective relationships with peers, vendors, and others in different environments.
• Interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution. Determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions.
• Perform related duties based on departmental need. This job description can be changed at anytime.

Required Education

• Bachelor's Degree.
• Seven (7) years of relevant work experience and/or other specialized training can be used in lieu of education requirement.

Required Experience

• Four (4) years of grant proposal development and submission experience.
• Knowledge of Uniform Guidance.
• Familiarity with NIH grant proposal submission policies and procedures.
• Ability to organize and manage multiple tasks. Effective time management and the ability to prioritize work tasks are essential qualities for success in this position.

Additional Qualifications Considered

• Collaborative yet flexible work ethic.
• Strong communication and analytical skills.
• Proven experience of participating as a team member in a collaborative environment within a varied workforce.
• Supervision experience.
• Project management experience.

Physical Requirements/Work Environment