Research Admin Assistant

Rochester, NY


With minimum direction and considerable latitude for independent judgment and decision making, the Grants Application Coordinator manages the preparation and submission of grant proposals, contracts and scholarships for School of Nursing faculty, postdoctoral fellows, and graduate students. The Coordinator independently guides the complex components of the grant process. The individual must maintain and develop knowledge of current and nuanced regulations of multiple funding sources at the Federal, State, and local levels; and provide guidance to principal investigators in the interpretation and implementation of internal and external policies and regulations. Additionally, the Coordinator provides administrative oversight for the SON Research Support Grant process and website development/maintenance (in coordination with the web-designing team). This position requires CLASP certification, high proficiency with various software platforms, and excellent communication skills, both written and verbal.


Grant Submission Process

  • Provides grant resource guidance to the SON research community (faculty, postdoctoral fellows, and graduate students) by interpreting, synthesizing, and applying complex and often fluid grant submission guidelines. Establish and modify (when applicable) grant logistics and work collaboratively with the principal investigators on the planning and forecasting timelines.

  • Keeps current with all federal, state, and institutional policies and laws, evaluates the impact of changes on the standard operating procedures and guidelines and makes recommendations to the Research Administrator for potential process changes to ensure operational compliance with all applicable regulatory and institution requirements and standards. Demonstrates accountability for continuous learning and maintains CLASP certification.

  • Works in partnership with center faculty. Provides direction and guidance to principal investigators on nuances funding source policy, interprets guidelines and ensures compliance. Responsible for review and critique of proposals and ensuring all components are in compliance with guidelines and policies. Independently researches and prioritizes issues and determines appropriate action for problem resolution (in both the preparation and post-submission phases).

  • Effectively communicates and coordinates deliverables with internal and external stakeholders regarding deadlines and required documents. Serves as liaison with Office of Research and Project Administration (ORPA), federal, state, and local agencies and secures required institutional approval for grant submissions and subcontracts.

  • Troubleshoot and rectify issues or concerns with grant submission process. Examines current practices and makes recommendations for changes to center administrator in internal processes to ensure the efficient and smooth operation of pre-award functions.

Post-Award Duties

  • Prepares standard requisitions, invoice requests, and all other forms as requested for purchases for research faculty/staff.

  • Maintains Purchasing Card to make necessary purchases as requested for research faculty/staff.

  • Sets up award information in grant tracking shadow system (Smartsheet).

  • Ensures that principal investigators regularly review and approve grant financial ledgers.

  • Assists in providing necessary backup documentation to staff/senior accountants when required.

Other Pre-award Activities

  • Proactively research and monitor changing federal, state and local funding policies and regulations and report on information. Review NIH updates and ensure all stakeholders are informed of policy and regulation changes. Prepare presentation materials designed to inform and guide Principal Investigators about current policies ensuring the impact of relevant policies are understood.

  • Responsible for post-submission follow-up procedures and maintaining integrity grant documentation (Other Support, NIH Biosketch, etc.). Includes proof-reading scientific text as needed and responsibility for review entire proposal for compliance in all aspects.

  • Proactively communicate with principal investigators regarding compliance with NIH public access policy and resolve issues with MyBibliography adding and removing content from biosketches etc. as appropriate.

Website Maintenance and Technical Guidance for Reference Management

  • Reviews, inputs, and maintains website (Intranet and Internet) data for Center for Research Support. Work closely with IT and web designer to troubleshoot and provide recommendations for improving layout design and efficiency of data entry.

  • Provides technical guidance to faculty members in updating online CVs, document sharing software, and utilizing Reference Management Software (EndNote, RefWorks, etc.).

Additional Assistance for Center for Research Support

  • Maintains Iron Mountain file storage database.

  • Assists in other various tasks for Center for Research faculty or staff on an ad-hoc basis.



  • College graduation or an equivalent combination of experience and training required,

  • 1 year of related administrative experience required

  • Must have excellent verbal and written communication skills and strong organizational skills and attention to detail; strong interpersonal skills and the ability to work both independently and with a team; demonstrated ability to work with minimum supervision and meeting deadlines. Microsoft Office experience, including Word, PowerPoint and Excel spreadsheet functionality; database proficiency, and Adobe Acrobat proficiency preferred.


  • Experience with grant applications (preferably NIH-Assist, Xtrain, and Xtract, Fastlane, etc.)/Knowledge of URGEMS and Workday

  • CLASP certification – either upon hire or obtained within first 2 years of employment preferred

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: $ 18.27 - $ 33.65 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.

Location: School of Nursing
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 SON Staff/Research Programs
Schedule: 8 AM-4:30 PM