Grants & Contracts Admin II

Rochester, NY


Provides unit with daily monitoring of grants and contracts for Principal Investigator to ensure expenses are being paid according to contract. Reviews, analyzes and negotiates standard sponsor grants and subcontracts on behalf of the University and investigators. Interprets regulations and guidelines of program funding for moderately complex grants and contracts, and prepares renewals and periodic reports for grant agencies. Partners with sponsors, clients, and departments on pre/post award sponsored research activities required for the submission, acceptance, management and closing of certain sponsored activities. Assists with pre-award applications and may assist with locating sources of outside funding. Participates in contract closeouts. Ensures compliance with sponsor terms, University policies/procedures and federal regulations.


  1. Pre-Award Duties: Supports faculty and fellows with the development, review, submission and renewal of various types of sponsored projects from a variety of sponsors including NIH, private foundations, government, and industry. Develops grant budgets and lend expertise to refine budget justifications and various components of an application. Reviews and formats proposal documents to ensure compliance with sponsor guidelines and maximize the proposal¿s impact. Navigates various proposal application processes & electronic proposal systems and acts as liaison with other departments/schools or universities to obtain required application documents for collaborative proposals/sub-awards. Advises and ensures adherence to all federal and university guidelines, policies, and procedures. Works with administrative offices on award acceptance and project account set up including sub-awards. Collaborates with the Director of Research Administration, Sponsored Projects Administration and Sponsored Projects Finance on project account management, sub-contract management, and project closeout. Establishes new awards and sub-projects, with correct budgets and documentation. Supports faculty with tracking of reports due dates and preparation of annual and final reports.

  2. Post Award Duties: Provides efficient and effective post-award accounting reconciliation to faculty and administrators. Maintains records in accordance with internal procedures in an organized and transparent manner. Complies with rules & regulations of the University, sponsors, agreement terms, etc. in all areas of expenditures, effort, transactions, equipment, etc. Works with staff, investigators and department managers to certify effort and other required attestations. Distributes salary in an accurate and timely fashion for all grant related personnel. Ensures the accuracy and timeliness of grant related invoicing, expenditures, payments, requisitions, purchase orders, etc. In conjunction with the Office of Research Accounting and Costing Standards (ORCAS), assists in quarterly and annual budget procedures. Obtains sponsor approvals for no cost extensions, re-budgeting, and carry over requests. Position additionally supports the annual departmental financial planning and year end close, and assists in the University year end closing procedures.

  3. Operations/Facilities/Space/Equipment: Oversees all facility-related projects for repairs and/or renovations of departmental space. Works with Facilities, space planners, and contractors on renovations to ensure departmental and faculty needs are met, and to comply with federal regulations governing renovations (e.g., American Disabilities Act, fire safety, etc.). Develops departmental space plan and make recommendations to the Chair for the reassignment of new or existing faculty, services, or centers (e.g., equipment, computing rooms, research core facilities, etc.). Oversees procurement of furniture and equipment for renovated or reassigned areas. Oversees or participate in institutional projects related to the management and reporting of departmental space, and equipment on-line databases, for data gathering and to comply with department requirements for the negotiation of the institutional indirect cost rate. Develops and implements institutional plans, such as Evacuation Plan, or other operational/space-related plans as directed by the Chair or institution. Ensures departmental personnel comply with institutional and federal laws that govern research (e.g., chemical hygiene program, radiation safety, etc.), and those specific to a medical center setting (e.g., ICARE, HIPAA, Equity and Inclusion, etc.). Serves as backup to Environmental Health and Safety and other institutional health and safety officers. Ensures laboratory safety communication is disseminated and serve as contact when PI intervention with compliance issues are unresolved. Ensures designated Laboratory Technicians keep departmental personnel informed of safety-related issues, training materials, inspections, and audits. Completes incident reports as needed and follow up with Security, EH&S, and HR Business Partner. Works with office staff and departmental personnel to ensure purchasing practices are followed and training completed. Works with other Leadership Team members and staff as appropriate.

  4. Human Resources / Equity and Inclusion: Leads the HR administrative functions and responsibilities for the department. Works with Leadership Team and institutional resources (e.g. Central HR Service Center, HR Business Partner, and Liaisons) to hire and retain office administrative and support staff. Position is responsible for the training, professional development, performance, and assessment of assigned administrative and support staff members. Mentors and advises other departmental administrators and staff in areas of expertise. Assists Chair with faculty recruitment forms and process, and faculty retention packages. Works with the Chair¿s assistant in the faculty recruitment process, and ensure institutional and immigration policies are followed as appropriate. Assists faculty in the recruitment of laboratory personnel. Develops and initiates documents for personnel-related actions, such as position descriptions, organizational charts, and make recommendations for promotions or restructuring of functional responsibilities. Works with HR Business Partner and faculty on the development of Layoff Business Plans as needed, and Staff Development Plans. Reviews and approves appropriate personnel-related documents. Serves as liaison with faculty, staff, Dean¿s Office, and Human Resources for the interpretation and oversight of institutional and state policies, and for personnel issues, such as discipline, grievance, worker¿s compensation, or disability. Maintains expert knowledge of all University Human Resources policies, guide departmental personnel as needed, and disseminate appropriate UR related policy information. Manages departmental data collection activities for human resource functions (e.g., performance assessment, appointments, recruitment/affirmative action, etc.). Manages transition to new systems, represent department as needed, and manage changes in human resources business practices. Conducts research on special problems, prepare analysis and reports, and make recommendations for programs or policies. Maintains a working knowledge of graduate and post-doctoral research associate human resource policies, immigration policies, and work with Leadership Team and other departmental personnel as appropriate. Lead COVID-19 (or similar) activities as needed or mandated. Establishes and maintains an environment conducive to effective communication and problem resolution, modeling and setting expectations for ICARE values and behaviors.

  5. As assigned, assumes responsibility for special projects and studies. Develops or coordinates the development of policy, educational programs and represents department in meetings. Performs other related duties, including the presentation of seminars and instruction of sponsor and federal requirements and regulations, University policies and procedures and sponsored program compliance.

  6. Keeps abreast of trends, such as sponsors' policies and procedures, as they relate to the field by attending seminars, professional meetings and courses that enhance personal development and strengthen the user function. Participates in professional meeting sessions or workshops as resources and time permit.

Other job duties and projects as assigned.


  • Bachelor's degree and training in an administrative area (e.g., Management, Accounting, Finance, Law, or Public Policy) or related field required. 3 years of related research administration experience required or an equivalent combination of education experience.

  • Grants management certification desirable; and 4 years of progressive responsibility with pre and post award grants management experience preferred.

  • Firm understanding of grant finances, including budgeting; Strong facility and aptitude with Excel and knowledge of post-award grants budgeting

  • Problem-solving, communication and organizational skills, ability to prioritize workload, hard drive and software computer skills, budgeting knowledge

  • Excellent knowledge of MS Office (Excel, Outlook, Word)

  • Demonstrated ability with NIH systems and procedures

  • Professionalism demonstrated by excellent interpersonal relationship-building and high degree of organization

  • Demonstrated ability to work independently and effectively manage own workload

  • Outstanding communication skills, including written communication.

  • CLASP certification within 12 months required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $59,197 - $82,888 Annually

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.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time