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University of Rochester Senior Research Grants Administrator II - 231936 in Rochester, New York

Senior Research Grants Administrator II Job ID 231936

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 055 Ctr Pediatric Biomed Research




8 AM-4:30 PM



Serves as the Senior Research Administrator for the Pediatric Research Office in the Center for Child Health Research/Department of Pediatrics. Working closely with the Senior Administrator/CFO and Vice Chair(s) of Research, this position provides input into the strategic direction of the Center for Child Health Research and provides direct oversight of the activities and operations of the Pediatric Research Office (PRO). This position provides guidance and administrative support for the pre- and post-award of all sponsored projects. Facilitates proposal preparation and submission process, including budget preparation, and guides faculty and staff to ensure compliance with agency and federal requirements. Oversees accounting activities and reporting, and represents the Department and its faculty in negotiations with agencies and subcontractors. Maintains collaborative relationships with Office of the Dean, Office of Research & Project Administration, Office of Research and Accounting Cost Standards, Purchasing Services and other administrative areas within the University. Demonstrates ICARE* values in each of the major responsibilities.

Major Responsibilities

  • Serve as Senior Research Administrator for the Pediatric Research Office (30%)

  • Consult with Vice-Chair(s) of Research to assist in establishing, monitoring, and achieving the strategic directives and objectives of the Center for Child Health Research.

  • In consultation with the Vice-Chair(s) of Research and Senior Administrator/CFO, assist in developing and evaluating performance metrics (proposals, awards, success rates, etc.) for overall department and individual PI’s.

  • Evaluate staffing needs of the Pediatric Research Office including cross-coverage for research administrators, accounting, and support staff, and direct PRO staff to effectively and efficiently meet the research administrative needs of faculty and staff

  • Assist with the implementation of the Department’s PI bridging plan

  • Work closely with the Office of Clinical Research (OCR) to ensure that the needs of the clinical investigators are being met with respect to clinical trial budget negotiations, research compliance, study budgets in OnCore, etc.


  • Examine and monitor financial activity for sponsored programs in Pediatrics (25%)

  • Validate that award is accurately coded in the University’s financial system to comply with sponsor requirements and University financial reporting guidelines. Evaluate the risk of pre-contract spending and justify the use of contingent accounts.

  • Review expenditures on sponsored project accounts in accordance with University policy. Initiate, review and approve salary allocations given proposed effort and program timeline.

  • Review account reconciliations monthly. Identify and resolve errors on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor’s requirements for financial reporting are met.

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

  • Conduct financial analyses of sponsored project accounts, assessing spending reasonability and developing project period projections based on discussions with principal investigators. Review financial position with investigators monthly.

  • Work with principal investigators (PI’s) to appropriately define scope of services for sub-contracts and purchased services. Monitor sub-contract and PO billing, and evaluate progress on contracted work in comparison to program timeline.

  • Provide guidance and assistance in proposal development and pre-award activities (20%)

  • Research potential funding opportunities for Department’s faculty/investigators. With faculty, Division Chief, and Departmental Administration, determine feasibility of application process and likelihood of award. Maintain and share proposal, progress/financial reports schedule.

  • Provides oversight of all applications for sponsored funding including consulting with and assisting principal investigators and Divisional leadership with proposal preparation, budget development, subcontract and cost sharing issues, proposal sign-off, and other required documentation.

  • Along with ORPA, represents faculty in negotiations with agencies and subcontractors.

  • Directs support staff in updating faculty biographical sketch and other support documentation required for proposal submissions. Create templates and establish standards for supporting documentation that meet funding agency guidelines.

  • Develop proposal budgets based on programmatic needs identified by faculty, University policy and sponsoring agency requirements. Collaborate with primary award organizations, both nationally and internationally, to develop scope of work requirements and allowable costs.

  • Identify gaps in knowledge and designs mini-training programs for leadership faculty related to program development, including identifying sponsors, planning a project, preparing a budget and understanding University and sponsor spending policies.

  • Coordinate all compliance reporting for the Division’s sponsored programs (10%)

  • Prepare required financial reports, reconciling to the University’s financial system for review and approval by the Finance Department (ORACS).

  • Assist principal investigators preparing documents for progress reports, no-cost extension, re-budgeting, carryover, and effort reduction approval to sponsoring agency.

  • Serve as primary contact for internal and external audit proceedings or site monitoring visits.

  • Assist in preparing the Department’s annual report 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.

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

  • Assist with the annual research space and equipment surveys.

  • Support close-out activities at the end of each project budget period (5%)

  • Review account activity and approve final reconciliation of account, adjusting for unresolved issues and outstanding transactions. Request cost transfers as needed.

  • Review and approve final financial statements or reports provided by ORACS.

  • Submit required documentation to remove recurring or automated expenses, including salaries, postage, copying, and phone charges.

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

  • Follow-up with ORACS to ensure University’s financial system is updated to prevent future activity on the account.

  • Participate in leadership activities to improve organizational capacity and support skill development for staff and faculty (5%)

  • Keep abreast of new sponsoring agencies guidelines and evaluate impact of policy changes on existing programs.

  • Works in conjunction with principal investigators to develop, revise, and execute strategic plans that appropriately leverage sponsored programs.

  • Interprets policy and regulations to other University departments, faculty, and staff.

  • Keep current on and inform PI’s and research staff on sponsor rules and requirements.

  • Provide annual sponsored program training updates to PI’s.

  • Participates in university-wide committees or teams evaluating business processes to align university and sponsor requirements.

  • Give presentations on sponsored-program related activities and issues in a variety of settings.

  • Other duties as assigned (5%)


    Bachelor's degree and 5 years relevant experience including at least 2 years at a managerial level; or 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.

    Experience in an academic office or project management preferred. Experience with sponsored program accounting required. Strong writing and communication skills required. Must demonstrate extensive knowledge of Excel and enterprise accounting systems. Financial reporting experience desired.

    Training / Certification Expectations

    This position requires CLASP certification. Incumbent must demonstrate dedication to professional development with at least forty hours of training or development activities annually.

    Supervisory Responsibilities


    Reports to:

    Kurt Ingalls, CFO, Pediatrics

    System Access Requirements



  • Workday/UR Financials


  • IORA

  • NYS Grants Gateway

  • Sharepoint

  • Shared drive/box

    *For more on the ICARE values go to:

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled