Sr Grants Management Spec

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:

400059 Medicine M&D-Immuno/Rheum Div

Work Shift:

UR - Day (United States of America)

Range:

UR URG 112

Compensation Range:

$70,600.00 - $105,800.00

Responsibilities:

Independently manages the complete financial lifecycle of sponsored awards for the Division of Allergy and Immunology and may support other Department of Medicine divisions as assigned, including award setup coordination, account reconciliation, financial monitoring, forecasting, effort management, compliance oversight, audit readiness, sponsor reporting support, and award closeout. Serves as the primary research finance partner for assigned faculty portfolios, providing accurate financial oversight, forecasting, compliance monitoring, and decision support across the award lifecycle. Performs finance-related pre-award activities in coordination with the grants administrator and partners closely with the Manager of Clinical Research and the financial analyst supporting institutional finances. The position has no direct reports and is expected to exercise independent judgment, escalate material risks, and drive issues through resolution.

Direct reporting: Director of Research Operations, Department of Medicine

Division alignment: Works in close coordination with the Division Administrator, Division Chief, and supported faculty to address divisional priorities and portfolio needs.

Core partners: Grants Administrator (primary pre-award support); Manager of Clinical Research; Financial Analyst (institutional finances and support); central research and finance offices.

Supervision: No direct reports. May provide functional guidance, training, or subject-matter support to colleagues without formal supervisory authority.

ESSENTIAL FUNCTIONS

• Sponsored Research Financial Management and Faculty Portfolio Support. Independently manages the complete financial lifecycle of assigned sponsored research portfolios from award setup through closeout, including account reconciliation, financial monitoring, forecasting, effort management, compliance oversight, audit readiness, and sponsor reporting support. Reviews account activity, salary and non-salary expenditures, commitments, available balances, award periods, restrictions, and financial trends. Maintains current projections, meets routinely with faculty and divisional partners, explains variances and risks, and recommends timely actions to keep spending aligned with approved budgets, sponsor terms, and programmatic plans.
• Post-Award Compliance, Accounting, and Issue Resolution. Reviews transactions and supporting documentation for allowability, allocability, reasonableness, consistency, and timeliness under sponsor and University requirements. Initiates and coordinates corrections, journal entries, payroll allocation changes, cost transfers, budget revisions, and other post-award actions. Investigates discrepancies, documents resolutions, monitors outstanding items, and works with central research accounting and other offices to resolve complex issues.
• Forecasting, Salary Planning, and Award Closeout. Develops and maintains multi-period financial forecasts that incorporate payroll, effort, planned purchases, subawards, clinical research activity, and other known commitments. Monitors salary distributions and sponsored effort, identifies funding gaps or out-of-period charges, and coordinates corrective action. Prepares accurate closeout projections, supports final reconciliations and deliverables, confirms required backup, and facilitates timely account closeout.
• Finance-Related Pre-Award and Award Transition Support. Partners with the grants administrator on the financial components of proposals, including budget development, salary and fringe calculations, cost share, subaward and consultant costs, budget justifications, and alignment with sponsor and institutional requirements. Reviews financial implications of proposed commitments and supports a clean transition from proposal to award, including reconciliation of the awarded budget to proposal assumptions and operational plans..
• Clinical Research and Cross-Functional Financial Partnership. Partners with the Manager of Clinical Research and research teams to monitor study finances, including startup assumptions, enrollment-related revenue, invoicing or receivables status, expenditures, effort, and projected surplus or deficit. Coordinates with the financial analyst to distinguish and align sponsored research activity with institutional financial planning and reporting. Clarifies ownership, shares relevant information, and avoids duplication across finance functions.
• Reporting, Process Improvement, Department Support, and Professional Engagement. Develops and maintains financial reports, dashboards, forecasts, and ad hoc analyses to support faculty, divisional leadership, and Department of Medicine research operations. Interprets sponsored research and financial policies, provides guidance to faculty and staff, and identifies opportunities to strengthen financial controls, operational workflows, and compliance practices. Participates in audits, compliance reviews, and meetings with central administrative offices to support issue resolution and process improvement initiatives. Provides independent research finance support to other Department of Medicine divisions as assigned and develops collaborative relationships across departments, divisions, and University offices. Represents the Department of Medicine at research administration and financial management meetings, user groups, and institutional committees, including CLASP, IORA, Department of Medicine Research Administration, and Medical School research administration forums. Maintains required certifications and completes continuing education and professional development activities to remain current on sponsored research regulations, University policies, and best practices in research administration.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 5 years relevant experience required
• Master's degree preferred
• Or equivalent combination of education and experience
• Previous grants administration experience and program management in higher education preferred

KNOWLEDGE, SKILLS AND ABILITIES

Preferred:

• Leadership, excellent organizational skills and attention to detail required
• Proficiency with Microsoft Office software, including Outlook, required
• Proficiency with spreadsheet analysis and ability to quickly learn new systems, programs, and / or software. 
• Knowledge of institutional and funding agencies policies and procedures related to sponsored programs accounting, University purchasing processes, accounts payable processes, UR Financials, and payroll and human resources are preferred.
• Ability to work independently, excellent interpersonal and communication skills, detail-oriented, and ability to work well in a team environment.

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.