UNIV - Grants Administrator - Psychiatry: Administration

Job Description Summary

The Department of Psychiatry & Behavioral Sciences is seeking a Grants Administrator I. This position will work with assigned faculty to provide technical financial assistance post award to the Investigators, Administrative Manager and Division Administrator working with financial programs, software, and reporting mechanisms. Additionally, this position will provide procurement support for contractual and consulting activities associated with grant awards.

Medical University of South Carolina (MUSC - Univ)

Employee

35% – Maintain fiscal/accounting duties for assigned PIs.

• Analyze and provide a detailed narrative for assigned Sponsored Awards and Unrestricted accounts on at least a quarterly basis, paying particular attention to encumbrances including subcontracts, F&A with holdings, revenue generation, and outdated commitments/encumbrances that need to be eliminated. Prepare and distribute quarterly or as requested financial reports to Faculty PI’s and Division Administrator. Work to resolve discrepancies discovered in variance reporting.
• Ensure the accurate documentation of all nonpayroll financial transactions. Oversee all payroll Costing Allocation tasks (PCAs) and Payroll Accounting Adjustment tasks (PAAs) in Work Day for assigned Faculty and staff and approve incoming PCAs & PAAs for non‑Psych employees with salary support on assigned sponsored award or unrestricted fund.
• Manage the procurement activities of special contracts and consulting arrangements. Obtain and process invoices from subcontractors and consultants.
• Oversee and approve for assigned faculty PIs/accounts: petty cash transactions, salary allocations, and purchases via various systems (Work Day, P‑card) to ensure the appropriate use and accounting of funds and proper procurement methodology.

35% – Perform duties related to the receipt and administration of funded awards for assigned grants.

• Receive award/NOA/JIT information from ORSP regarding the establishment of accounts and special requirements; manage the collection of required items for the NOA/JIT. Compare to Cayuse for accuracy.
• Authorize and manage the establishment and closing of accounts in Work Day along with the proper approvals, dates, and budget amounts.
• Record data regarding the award on necessary internal data management spreadsheets. Initiate and maintain necessary documentation for establishing subcontracts and consultants as needed.
• Assist with re‑budgeting requests for awards and contracts; track and facilitate communication between PI and funding agencies regarding changes in effort, contractual arrangements, no‑cost extensions, carryover requests, etc., and assist in continuations.
• Manage effort reporting for grant personnel on a quarterly basis.
• Assist faculty with Other Support documents.

20% – Reporting.

• Run Work Day reports to effectively manage grant funding (BTA, PI reports, income statements, detailed journals, payroll, etc.).
• Track grant salary reimbursement and report any issues to leadership.
• Track and report on assigned faculty and staff effort for periods of under funding; provide options on gaps in funding.
• Ensure trackers and reports are regularly submitted to supervisor and Department leadership; provide reports within 90‑60‑30 days of a grant’s end date with plans on close‑out.
• Work with GCA (Grants and Contracts Accounting) to complete the Final Financial Report; ensure agreement and no deficits exist.

10% – Other duties. Assist with budget preparation and Pre‑Award duties as needed/directed.

Proficiency with Microsoft Excel required. Prior experience working with grant financial management (post‑award) is highly desired. Ability to cultivate positive working relationships with coworkers and other departments in order to provide optimal grant administration on behalf of Faculty.

A bachelor's degree and three years business, personnel, grant‑in‑aid or public administration experience.

Continuous: 6‑8 hours per shift;
Frequent: 2‑6 hours per shift;
Infrequent: 0‑2 hours per shift. Ability to perform job functions in an upright…