GENERAL PURPOSE:

Reviews and supports pre- and post-award budgets and grant finances from government grants, foundations and/or other grant-award bodies. Monitors grant expenditures to ensure compliance with sponsor regulations.

JOB DUTIES AND RESPONSIBILITIES:

• Data entry to URGEMS (encumbrance accounting system) and other departmental and institutional systems. File electronic paperwork after data entry. Assemble ledgers (URF reports) and paperwork for account reconciliation, etc. for the Grants Specialist to reconcile monthly ledgers. Using UR Financials, research undocumented transactions and process journal entries. Assist in the compilation of information for reports and related documentation for account managers. Maintain account files, including copying, scanning, and filing materials. (Listed above). Monitors grant expenditures to ensure compliance with sponsor regulations.

• Manages subcontract process for large multicenter studies. Gathers information, tracks the subcontract process with ORPA using IORA. Tracks payments, receives incoming invoices from study email folders and coordinates with grants specialist for processing invoices for payment in P2P. Maintains excel database to record all study payments for every project.

• Manages spreadsheets throughout the study to ensure accuracy of site/SUB awards information. Sends reminder notices to sites for delinquent invoices. Confirms in Workday that invoices have been reconciled and then updates internal tracking system. Maintains subawards in IORA along with Sr. Grants and Contracts Administrator Responsible for processing University and vendor forms and invoices. Prepares travel and conference forms or Request for Payment Forms for reimbursements of travel or miscellaneous expenses. (e.g., Business Expense & Travel Reimbursements (BETR), Supplier Invoice Requests (SIR), Requisitions, Purchase Orders, cost-center billings, Vivarium, etc.). Check for reasonableness of all reviewed expenses and examine accounting documents to ascertain that transactions are properly supported in accordance with University and sponsor policies and procedures.

• Receive and sort mail. (e.g., mail pick-up and delivery, sorting, and routing of mail and incoming UPS, FedEx deliveries insuring that they go to the correct person Serve as the central contact person for individuals inside and outside the CCRC.

• Miscellaneous office duties and maintain office machines. Manages department’s key distribution and supply. Onboarding duties of new staff/faculty. Anticipate and obtains the materials and office supplies needed to adequately run the office. Coordinates with facilities for departmental maintenance.

• Maintain knowledge of NIH Public Access Policy and MyNCBI and relay updates to faculty and administrative staff. Serve as point of contact for all faculty in the department to assist them with this process, making sure all publications are compliant and that PMCID numbers are included in all grant- related materials.

• Assists with grant preparation, gathering letters of support, biosketches, and other relevant documents and tracks them.

• As needed, facilitates and arranges administrative and study related meetings, local, national and international. Coordinates the conference space making all arrangements with travel agencies, hotels and catering staff. Arranges travel for on-site and off-site faculty to attend study related meetings.

• CLASP (Continuous Learning for Administrators of Sponsored Programs) certified through the U of R and attends monthly meetings to retain certification. Participate in IORA, BETR, and P2P to improve organizational capacity and support skill development new and ongoing processes.

Other duties as assigned.

QUALIFICATIONS:

• Bachelor’s Degree required.

• Minimum of 1 year of relevant experience in the analysis or dissemination of information required.

• Experience with NIH or other grants administration, both pre- and post-award, and handling of Federal research grants required.

• Proficiency in computers and related-software programs essential (OUTLOOK, WORD, EXCEL) preferred.

• Excellent communication skills (verbal and written), and willingness to quickly learn and adapt to new systems and changes in institutional priorities and policies preferred.

• Knowledge of University accounting system, institutional and sponsored policies and practices, particularly related to allowable and unallowable costs preferred.

• Experience with URFinancial, IORA, URGEMS, HRMS, and CLASP certified preferred.

• Excellent attention to detail, organizational and interpersonal skills required, with the ability to work in a team environment 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: $23.06 - $32.29 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: School of Medicine & Dentistry
Full/Part Time: Full-Time
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