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:

500038 SMH Dermatology Admin

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

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:

This position oversees the full lifecycle of sponsored research administration, from proposal development through award management and closeout. In addition, this role manages and oversees the day-to-day of the financial transactions (all non-personnel purchasing, payroll distributions, effort reporting, etc.) to ensure expenses are being paid according to contract of each individual Sponsor and the University policies. This position is in support of Dermatology's expanding research and clinical trial work. Working to increase the success of our research, implementing those opportunities and then managing the long term. The Individual will need to possess excellent organizational and computer skills, as well as proficiency in an administrative/research-intensive environment. Essential skills are the ability to multitask, establish appropriate priorities based on the department’s missions, and established goals and ability to effectively communicate with all levels of federal agencies, UR personnel, and external personnel. Requires the ability to work independently with moderate supervision, direction and latitude for initiative and judgement.

ESSENTIAL FUNCTIONS

Grants Administration & Coordination

Under general supervision and latitude for independent judgment, responsible for managing programmatic grants as well as clinical and basic science research grants. Ensures compliance with sponsor terms, University policies/procedures and federal regulations.

Partners with sponsors, departments, finance and other stakeholders on sponsored research activities. Provide interpretation, answering questions and training for faculty and other research personnel on requirements. Identify and interpret new Sponsor and/or University policy or programs, designing, communicating and implementing departmental changes to processes as needed.
Communicate with central resources and sponsored program officials as needed.
Interpret instructions for scENcv, My Bibliography, and My NCBI. Develop and implement a process for receiving, organizing and updating this information. Assist faculty in creating references into a reference management software system such as EndNote or RefWorks
Proficient in the University of Rochester grants and financial systems such as IORA (Integrated Online Research Administration) as well as NIH eRA Commons systems.

Pre-Award Grant Coordination

Leads the preparation, coordination, and submission of grant and contract proposals.

Reviews, analyzes and negotiates standard sponsor grants and subcontracts on behalf of the University and investigators.
Identify and interpret internal and external application regulations and guidelines from a wide variety of sponsors and complexity of funding mechanisms. Maintain excellent working knowledge of this information to prepare new grant applications, renewals, Assist with locating sources of outside funding.
Organize and complete the proposal submission.
Coordinate internal and external faculty, organizations, and departments in obtaining necessary information for a proposal submission and working with them to ensure accurate articulation of the requirements for the grant submission.
Create grant budgets and responsible for developing and creating a database for the collection of other support, biosketches, and eCVs for all research faculty and maintain web-based information.

Post-Award Grant Coordination

Oversees ongoing award management, including compliance, and reporting. Performs grant-related financial activities including purchasing, transaction approvals, and in charge of departmental P card.

Interpret post-award management regulations and guidelines from a wide variety of sponsors and complexity funding mechanisms. Maintain excellent working knowledge of this information to prepare progress reports, JIT, as well as other periodic reports for grant agencies.
Completes post award sponsored research activities required for the acceptance, management and closing out contracts.
Complete post award management decisions especially related to financial management, compliance, reporting, and close-out.
Monitors project funds, expenditures, and budgets to determine appropriate allocation of expenses throughout the program year helping to identify and manage surplus and deficit balances.
Manage effort and complete all related reporting, ensuring accurate payroll allocation and financial and grant compliance
Review for allowability, allocability, and reasonableness of expenditures on sponsored research and research related institutional accounts prior to purchase approval, ensuring they are in accordance with sponsor and institutional policies. Responsible for purchasing on research accounts.

Research Operations including Personnel Support

Manage projects, improve processes, manage communication/expectations/needs/wants of the labs. Develop, implement, and manage clear departmental processes and documentation for ordering, tracking personnel, space management, access/use of resources, and website maintenance in line with department, division, university and various sponsor requirements. Aligning University policies and procedures (including various purchasing methods and systems, data capture and reporting of purchases space equipment effort, lab safety requirements, time approvals, hiring/appointing, etc.).

Gather, interpret, analyze, and report on data to be included in the institutional space and equipment (UR Space) system. Ensure that departmental data is maintained to manage the equipment inventory and space management processes.
Gather and submit required materials for all research personnel payroll forms. Responsible for accurate time keeping and approvals for research personnel.
Organizes and supervises the work of research personnel engaged in a variety of purchasing and procedures. Researchers purchasing options, when necessary, to meet requesters’ needs while being fiscally responsible. Identifying best use of funds including how to install and maintain new equipment, marrying University resources and requirements with those of individual sponsors.
Maintain relationships with internal and external offices to be able to execute the department’s needs.
Assist in establishing new research consultants and vendor relationships, ensuring contracts incorporate external funding requirements. Assist in monitoring spending and modifying contracts as appropriate.
Advises faculty, research coordinators, technical and administrative staff on how to comply with the policies and adopt the best practices.

General Administrative and Faculty Support

Stay abreast of university and sponsors requirements on reimbursements and travel to be able assist research personnel in planning, booking and reimbursing trips and other reimbursable expenses.
Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

Bachelor’s degree required
2 years of relevant experience or an equivalent combination of experience and training/education required.

KNOWLEDGE, SKILLS AND ABILITIES

Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grants preferred.
Experience in and knowledge of IORA (Integrated Online Research Administration) and federal grant application platforms (e.g. ASSIST) 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.

Grants Management Spec II