Grants Management Spec I

Neurology Research Administrator

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

Opening : Regular

Time Type : Full time

Scheduled Weekly Hours : 40

Department : 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

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

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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

Knowledge, Skills and Abilities Preferred

Licenses and Certifications

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