Grants & Contracts Administrator II

Rochester, NY


The Grants and Contracts Administrator serves as the administrator and primary contact for all sponsored projects and contracts proposed by and awarded to faculty in the Warner School of Education and Human Development. Develops and supports the research infrastructure at Warner; implements processes, and coordinates workshops and mentoring activities.

Partners with faculty, primary investigators, the Office for Research and Project Administration (ORPA), and funding organizations on pre/post award sponsored research activities required for the submission, acceptance, management and closing of sponsored activities. Collaborates with the Associate Dean for Research to manage the preparation and submission of projects and proposals, including budgets, for review by ORPA and external funders/partners. Assists with locating sources of outside funding. Supports pre-and post-award logistics including coordination of the Warner Research Subjects Review Board (RSRB) team and processes. Supports PI with award management, overseeing financial activity and ensuring compliance with sponsor terms, University policies/procedures and federal regulations. Maintains collaborative relationships with Office of the Dean, Warner Finance, ORPA, Office of Research and Accounting Cost Standards (ORACS), Purchasing Services and other administrative areas within the University.


Proposal Development and Submission

Collaborate with the Associate Dean for Research to support faculty in the development, submission, and renewal of various types of government, foundation, private or industry-sponsored projects.

  • Manage all applications for sponsored funding at Warner: consult with and assist principal investigators with proposal preparation, budget development, subcontracts and cost sharing, proposal sign-off, and other required documentation.

  • Develop proposal budgets based on programmatic needs identified by faculty, University policy and sponsoring agency requirements. Lend expertise to refine budget justifications and various components of an application. Collaborate with primary award organizations, both nationally and internationally, to develop scope of work requirements and allowable costs.

  • Work with faculty in updating biographical sketches and other required supporting documentation.

  • Review and format proposal documents to ensure compliance with sponsor guidelines and to maximize the proposal’s impact. Advise and ensure adherence to all federal and university guidelines, policies, and procedures.

  • Submit proposals for internal (ORPA) review and approval. Navigate internal and external proposal application processes & electronic proposal systems to ensure successful proposal submission.

  • Serve as the liaison with other departments/schools or universities to obtain required application documents for collaborative proposals/sub-awards.

Award Management

Monitor, and keep PI apprised of, post-award activity including expenditures, budgets, and effort, to ensure compliance with UR and sponsor policies and agreements. Oversees project account management, sub-contract management, and project closeout activities of Staff Accountant.

  • Confirm new awards and sub-projects, with correct budgets and documentation. Ensure project account set up, including sub-awards.

  • Review & approve expenditures on sponsored project accounts in accordance with sponsor guidelines and University policy. Ensures the accuracy and timeliness of grant related invoicing, expenditures, payments, requisitions, purchase orders, etc.

  • Review project account and projections monthly. Ensure errors are identified and resolved on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor’s requirements for financial reporting are met.

  • In conjunction with grant accountant, meet with Principal Investigators (PIs) on a regular basis to review award status and projections, current and planned effort of the grant team, anticipated expenditures and to ask and/or address questions.

  • Confirm graduate assistantship assignments with PIs and communicate assignment and cost allocation information to finance team.

  • Work with the Principal investigator to seek approval for no-cost extension, re-budgeting, carryover, and effort reduction approval to sponsoring agency.

  • Develop financial models for programs consisting of multiple sponsored project award and make recommendations regarding resource allocation, program no-cost extension requests and planned use for carry-forward funding when available.

  • Develop procedures to document mandatory and non-mandatory cost-sharing. Prepare report on collective project costs as needed.

Effort monitoring and administration

  • Develop and maintain effort monitoring and certification systems in compliance with UR and sponsor guidelines. Monitor grant-related effort; initiate, review, and approve salary allocations in a timely fashion and in accordance with proposed effort and program timeline. Ensure timely certification of effort is completed.

  • Manage the Division’s annual Fall Plan Confirmation and certification of effort on sponsored programs, confirming that faculty and staff effort reported to funding agency is consistent with effort expended on the project and amounts paid from the project account.

  • Initiate and submit appointment, change of distribution, summer compensation and other payroll forms.

Pre-and Post-Award Logistics

Serve as a resource for Warner researchers to support implementation of sponsored research studies and activities.

  • Ensure clarity of policies and procedures for key research functions (e.g., participant payments).

  • Coordinate RSRB activities and Warner RSRB staff, including leading or coordinating trainings and creating and maintaining resources, templates, and associated materials.

  • Support Warner researchers in data management practices and resources.

  • Facilitate logistics related to dissemination of research.

  • Support regular monitoring, metrics, and reporting for Warner research activities.

  • Coordinate internal funding mechanisms for faculty and students.

Verify all project-end reporting and activity is complete, including final reports, inventions statement, certification of deliverables completed by sub-contract etc.

Research Infrastructure and Support

  • Serve as the primary contact for sponsored research at Warner.

  • Develop and support research infrastructure to ensure systems and supports promote research activities at Warner.

  • Develop standard operating procedures required for submission, acceptance, management and closing of sponsored research activities.

  • In conjunction with the Assoc. Dean for Research, implement processes, identify gaps in knowledge and coordinate training opportunities for faculty related to proposal and research development.

  • Support faculty in identifying grant/funding opportunities from a variety of sponsors including government, private foundations, and industry. Support faculty and Associate Dean for Research in determining feasibility of application process and likelihood of award.

  • Create templates and establish standards for supporting documentation that meet funding agency guidelines.

  • Maintain and regularly update online resources; identify when communication of changes in processes or policies is necessary.

Keep abreast of sponsors’ policies and procedures, as well as trends in the field. Participate in professional meeting sessions or workshops as resources and time permit.

Assist with the annual research space & equipment survey.

Other duties 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; or an equivalent combination of education experience required.

  • 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 required.

  • Strong facility and aptitude with Excel and knowledge of post-award grants budgeting required.

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

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

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

  • Demonstrated ability to work independently and effectively manage own workload required.

  • Outstanding communication skills, including written communication required.

  • 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: $28.46 - $39.85 Hourly

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: Warner Grad School Education
Full/Part Time: TAR