Research Administrator, Post Award

Research Administrator, Post Award

The Post Award Research Administrator is responsible for managing post-award activities in support of an assigned portfolio of grants and contracts within one or more units (i.e., school, department, division, institute, or center) using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Post-award activities include regular review, reconciliation, and projection of award finances, preparing adjustments and corrections to award budgets, preparing financial reports, and at the end of the award, ensuring all financial requirements have been met and closing out the award.

This position interacts regularly with and provides a high quality customer service to faculty members conducting sponsored research. The position ensures adherence to quality standards and all policies and award regulations.

The Post Award Research Administrator is expected to function with minimal oversight or supervision, be highly engaged with investigators, and collaborative with the Office of Sponsored Programs (OSP). This position is expected to demonstrate understanding, adoption, and adherence to Standard Operating Procedures and training.

Responsibilities include:

• Reviews and reconciles award expenditures, budgets, and makes adjustments, as necessary;
• Projects and forecasts future award expenditures;
• Reviews all expenditures to ensure they are allowable, allocable, and reasonable;
• Manages budget, reporting, and compliance timelines through the lifecycle of the grant or contract;
• Communicates and meets with PIs on a regular basis regarding budget and expense adjustments and revisions;
• Completes financial reports to be sent to the sponsor, as required by the award terms and conditions;
• Monitors compliance with agency and university regulations regarding reporting;
• Completes invoices for the sponsor (for certain award types only);
• Assists PIs with non-financial report submissions, as necessary;
• Coordinates and submits requests for No Cost Extensions, Carryover, budgeting requests, changes in scope, and other changes to the award; ensures all requests are done in compliance with sponsor guidelines and university policies, and coordinates with the pre-award counterpart, as needed;
• Facilitates the approval of invoices to pay subcontractors, as needed;
• Reviews effort reports and manages the quarterly effort certification process for assigned units;
• Applies federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards;
• Assists in transferring awards out of the university;
• Responsible for preparing funded projects for closeout all funded projects consistent with university process and timelines;
• Follows and adheres to defined business practices related to post-award functions;
• Works with Senior Post Award Research Administrators;
• Follows and adheres to processes and activities related to post-award functions;
• Performs post-award activities including assisting faculty/Pl in the financial, regulatory, and reporting of grant and contract awards;
• Upon award acceptance, defines account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations;
• Sets-up awards in financial system;
• Distributes award information to PIs, co-PIs, and relevant staff;
• Coordinates with relevant individuals to adjust payroll for all budgeted positions (including relative cost sharing positions); and
• Performs other related duties as assigned.

Required Qualifications include:

• High school diploma or equivalent;
• Some experience related to grants and contracts management (generally 0-2 years);
• Any appropriate combination of relevant education and/or work experience may be considered;
• Knowledge of federal rules, regulations, and university policies and procedures relating to research grant and/or contract activity;
• Knowledge of university processes, systems, and offices related to and/or involved in grant and contract submission and management;
• Knowledge of financial processes and controls including the reconciliation process;
• Knowledge of principles and processes for providing customer service;
• Skill in mathematics, financial management, and/or accounting, with the ability to analyze data and formulate conclusions;
• Excellent oral and written communication with fundamental, professional interpersonal skills, including skill in creating high quality written documents;
• Skill in the use of computers with solid working knowledge of MS Office Suite (Word, Excel, PowerPoint); demonstrated ability to learn complex electronic systems and changing technologies related to grants and contracts management;
• Ability to proactively resolve problems and issues in a timely manner;
• Understanding of and ability to apply costing rules and regulations to federally funded projects; understand and apply federal and university rules to management of effort allocation for individuals compensated whole or in part from…