Post-Award Grants Administrator, Part-Time

Post-Award Grants Administrator, Part-Time Job Description Summary

The Grants Administrator, Post-Award serves to facilitate the post-award activity of the Schmid College of Science and Technology. Works with principal investigators, faculty and staff to coordinate post-award activities for grants and/or contracts. Post-award responsibilities include budget analysis and projection, preparation of financial reports, cost transfers, monthly expenditure review, reconciliation, and preparation for project close-out. Monitor project accounts to identify and resolve discrepancies.

Provide guidance on funding agency regulations as well as Chapman University’s administrative and fiscal policies. The position reports to the Assistant Director of Business Operations with a dotted reporting line to the full-time Research Grants Analyst. Other duties as assigned. This is a part-time, hourly position at 20 hours per week. This assignment is contingent on continued availability of funding, as directed by the university.

This position is located in-person at Chapman’s campus in Orange, California.

• Develop and maintain databases for recording and tracking grant awards, budgets, projections and related information
• Generate and prepare quarterly financial projection reports
• Provide guidance to PIs on financial reports and appropriate spending of sponsored program accounts
• Monitor and track project accounts and elevate concerns to PIs
• Work closely with University departments to reconcile and resolve budgetary matters, preparing cost transfers and requesting corrections as needed
• Interpret and monitor compliance with funding agency’s requirements and University’s fiscal policies
• Perform troubleshooting and address variances
• Maintain current knowledge of grant funding policies, regulations and procedures
• Forecast potential projection issues and recommend course of action
• Prepare re‑budgets on funded projects as needed
• Track status of personnel on projects
• Work collaboratively with staff to process POs, invoices, etc.
• Maintain records to support review of PI effort reports
• Assist with award close out and report potential variances
• Assist with issues of compliance as related to University policies and procedures
• Process PI supplemental pay for research and industry projects
• Respond to inquiries or requests for assistance as related to post‑award financial management (i.e. audits)
• Ensure proper accounting and accurate posting of expenses
• Monitor subrecipient invoices for errors for the lifetime of the projects
• Track and report on cost‑share obligations
• Process and track faculty course releases/buyouts
• Complete JEs and Cost Transfers, ensuring expenses are allowable, allocable, reasonable, and consistent
• Assist with other aspects of post‑award grant management in coordination with Sponsored Projects Services
• Other duties as assigned

• Three years of progressively responsible experience in post‑award grants administration, research administration, accounting, finance, or a closely related field.
• Ability to learn, understand and interpret grant and contract requirements, policies and procedures, and apply them appropriately.
• Strong analytical skills to analyze correspondence, reports and spreadsheets, and resolve discrepancies.
• Demonstrated ability to employ effective problem‑solving to research content, assess options and formulate solutions.
• Proven time‑management skills and the ability to complete multiple assignments with fluctuating deadlines in a timely manner.
• Proven ability to work independently and evaluate data, assess alternatives and formulate logical and sound decisions and/or recommendations.
• Experience in obtaining data and disparate information from various sources; experience in organizing and presenting data, infographics, charts and tables to summarize data.
• Skill to operate a computer in a networked environment. Excellent computer skills in the use of word processing, spreadsheet, presentation applications, preferably of Microsoft Office Suite software and Adobe Professional. Technical skills to quickly learn and use enterprise systems and new software including cloud based applications.
• Stro…