Research Finance and Grant Administrator

Rochester, NY


General Purpose:

As the Finance Research and Grant Administrator for the Department of Surgery - Division of Supportive Care in Cancer (SCC), this person is responsible for all financial and sponsored research operations for the Division of SCC. SCC has 17 faculty-level team members and over 60 staff members. The position requires financial oversight of all activities in the Division, working with multiple departments financial staff and faculty PIs, and collaboration with central administration. This research division has a portfolio of $60M in grant awards and financial accounting. Transactions involve those within the university as well as several other locations nationally (NCORP Research Base collaborates with over 30 locations) and internationally.

This position involves senior-level oversight of all financial matters, and the ability to work independently and also collaboratively. Provides strategic financial guidance, forecasts and assessment of current and projected financial health of SCC to promote both the short- and long-term viability of SCC, including forecasting of future resources needed to timely and accurately complete current and anticipated research projects.

This includes, but is not limited to, the following: Research pre and post-award activities (including NIH ASSIST and eRA and internal routing through IORA), post-award activities, close-out activities, periodic forecasting and reporting, adherence to and enforcement of Office of Research Project Administration (ORPA), comply with University Human Resources policies and procedures as they apply to research sponsored funding, liaising with Surgery Central Administration, Surgery Research, other departments within the University to effectively and efficiently carry out position responsibilities, supervise staff accountant who handles much of the day-to-day transactional activities, and other activities as necessary.


  • This position is responsible for sponsored grant research finance, and oversight of financial division support transaction and account support services. Reviews, on a monthly basis, account ledgers (approximately 40 accounts (FAO) an approximately $60 million plus dollar portfolio) and financial responsibilities with the Principal Investigators (PI); these reviews, ensure complete and accurate data. Recommends changes as necessary for the accounts and

  • circumstances. Meetings with PIs, research staff, and others as appropriate to review budget status and receive programmatic updates that impact projects. Review award letters and NOA’s to ensure all terms and conditions are being followed. Establishes guidelines with PI’s and their support staff for distribution of expenses. Oversees and reviews all financial transactions for accuracy and provides authorized signatures for purchases, payroll, research personnel action forms (PAF), invoices, requisitions, journal entries and travel expense reports. Performs analyses necessary to maintain integrity of accounting data, account balances and timeliness of reports of project. Responsible for ensuring proper tracking of salary against accounts with a salary cap. Maintains salary cap accounting record for compliance and audit purposes

  • Provide in- depth support of pre-award and post award processes by communicating with PIs in the preparation of applications for research or training. Review budget and proposal packages to ensure all grants are submitted with appropriate information, attachments, and budgets are within sponsor specified guidelines and deadlines. Assist Principal Investigators with progress report submissions, terming projects, extension requests, and processing close out of clinical trials or grants. Identify funding changes and approaching project end dates to identify funding gaps, and suggest new funding opportunities or reassign underfunded grant personnel. Coordinate with ORACS to complete report of expenditures, review final financial statements and ensure accounts are reconciled and closed as needed. Serve as liaison to sponsors and University offices involved in sponsored funding including the Office of Technology Transfer, Office of

  • Research and Costing Standards (ORACS), SMD Finance and Office for Research Proposal Administration (ORPA).

  • Supervises and manages the activities of an Accountant and Administrative Assistant involved in SCC finances, including delegation of work activities, review of work including review of reconciled ledgers paying attention to charges, adjustments and reclasses. Take appropriate rectifying actions with respect to spending; reviews and approves purchasing and Workday processes.

  • Participate on committees and attend meetings to keep up to date on sponsor, industry and university regulations, policies and proposal guidelines. Responsible for disseminating and implementing policies within the division to ensure compliance with university, sponsor and industry regulations/policies. Responsible for oversight of research space and capital equipment inventories, including management of detailed space and research personnel survey in support of institution F&A rate negotiations. Provides oversight for research laboratory and office renovations, space relocation, and decertification of former laboratory spaces. Coordinates major lab equipment purchases, budget and spending for service contracts, and equipment repairs.

  • Prepare and coordinate with Department of Surgery in submitting fiscal year budgets in the UR online budget system. Prepare annual service center budgets and develop service rates with SMD Finance. Responsible for control and accuracy of petty cash, cash reconciliation and deposits. Regularly perform internal audit for petty cash and patient gift card expense allocations. Coordinate and cooperate with various internal university audit processes.


  • Bachelor's degree equivalent combination of education and experience.

  • Master's degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable (preferred)

  • 5 years relevant experience including at least 2 years at a managerial level

  • Workday, HRMS, MyPath, Cognos, URSpace, Microsoft suite, IORA.

  • Strong work ethic, writing and oral communication skills required. Excellent professionalism and leadership skills required to work with all levels throughout the University, Medical Center, NIH and other major

  • collaborating institutions. Must be self-motivated and directed with excellent time management skills.

  • Current CLASP certification is strongly preferred; or CLASP

  • certification acquired within one year of start date.

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: $58,000 - $113,000 Annual

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 Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 055
Schedule: 8:30 AM-5 PM