Grants Management Spec II

Rochester, NY



This position manages all pre-award research grant and contract proposals and post award reporting and modifications. In addition, this role manages the day-to-day of the spending (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. 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 Duties and Responsibilities:

70% Oversight and Preparation of Grant Submissions and Post-Award Support

This individual will be responsible for the daily management and monitoring of grant and contract proposal submissions as well as post-award requirements. 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.. Performs basic financial activities and in charge of departmental P card.

  • Reviews, analyzes and negotiates standard sponsor grants and subcontracts on behalf of the University and investigators.

  • Identify and interpret internal and external application and post-award management regulations and guidelines from a wide variety of sponsors and moderately complex funding mechanism’s program funding. Maintain excellent working knowledge of this information in order to prepare new grant applications, renewals, progress reports, JIT, as well as other periodic reports for grant agencies. Assist with locating sources of outside funding. Communicate with central resources and sponsored program officials as needed.

  • Partners with sponsors, departments, and other stakeholders on pre/post award sponsored research activities required for the submission, acceptance, management and closing out contracts. Provide interpretation, answer questions and training for faculty and other research personnel on requirements then organizing and completing the proposal/report submission as well as post award management decisions especially related to purchasing. communicate Interpret new Sponsor and/or University policy or programs, designing, communicating and implementing departmental changes to processes as needed.

  • Monitors project funds and determines appropriate allocation of expenses throughout the program year helping to identify and manage surplus and deficit balances.

  • Coordinate internal and external faculty, organizations, and departments in obtaining necessary information for a proposal submission and working with them to ensure ensuring accurate articulation of the requirements for the grant submission.

  • Interpret instructions for scENcv, My Bibliography, and My NCBI. Develop and implement a process for receiving, organizing and updating this information.

  • 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 the web-based information.

  • Proficient in the University of Rochester grants and financial systems such as IORA (Integrated Online Research Administration) as well as NIH eRA Commons systems. Assist faculty in creating references into a reference management software system such as EndNote or RefWorks

  • Manage effort and complete all related reporting

25% Research Operations & Human Resources Support

Manage projects, improve process, manage communication/expectations/needs/wants of the labs. Many of the problems fall into a gray area that take skill, nuance, and knowledge to determine the best outcome and implement it and change policy and process as needed.

  • 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. Researches purchasing options, when necessary, to meet requester’s 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.

  • 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.

  • Maintains relationships with internal and external offices in order to be able to execute the department’s needs.

  • Assist in establishing new research consultant 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.

5% Other duties as assigned


Bachelor’s degree and 2 years of relevant experience or an equivalent combination of experience and training. Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required.


Bachelor’s degree and/or comparable experience, including at least three years at the grants management level required. Supervisory responsibility and prior experience in accounting/bookkeeping strongly recommended. Excellent interpersonal skills. Knowledge of federal grant regulations a plus

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: $55,955 - $78,336 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: Strong Memorial Hospital
Full/Part Time: Full-Time