University of Rochester Grant Accountant in Rochester, New York


Full Time 40 hours Grade 051 Physics & Astronomy COL


8 AM-5 PM


The administrator performs purchasing for the department and research groups. The other main responsibility is post-award administration and accounting for a $4 million portfolio of grants for 21 tenure track faculty and 4 active emeritus and visiting faculty. The incumbent must operate at a level requiring knowledge and application of general accounting theory, federal grant rules and guidelines, operate within practices and knowledge of the University’ policies and procedures, develop skills to daily use Workday, URGEMS, & HRMS.

Group is comprised of: Astronomy tenure faculty (4), Astronomy Emeritus Research faculty (2), Condensed Matter tenure faculty (3), Condensed Matter and Biological Physics Emeritus faculty (1), Quantum Optics faculty (3), 1), High Energy Theory faculty (4)

Active grant accounts in department approximately 50, approximately 80 accounts and approximately 30 accounts that need to be monitored to make sure there is no activity.

Job Description:

Purchasing Duties:

  • Is the point of contact for all purchasing for the Department of Physics & Astronomy.This includes all educational activities, teaching activities and research activities for 21 faculty research groups.
  • Individual will research appropriate vendors, provide consultation on shipping and delivery of large research equipment, and establish good working relationship with vendors we use on a weekly basis.
  • Works with purchasing to identify new vendors and negotiate better purchasing rates for physics related purchases.
  • Instructs and trains staff, faculty, graduate students and undergraduate students on proper purchasing documentation rules and requirements.Follows up on any exceptions and how to resolve issues.
  • Prepares all blue rec purchase orders with input from faculty, staff, or graduate students.Coordinates delivery of requested items, performs analytical reviews on items to purchase for compliance with federal rules, including export controls.
  • Is the liaison between purchasing and the vendor and the researcher to make sure that appropriate terms are negotiated, vendor receives purchase order, items are properly received and vendor is paid timely.Researches any discrepancies in invoices, payments and orders to achieve a resolution.Escalates to Assistant Chair any items that could result in a delay to research timelines.
  • Is the point of contact for p-card purchasing for over 150 + individuals who do not have a P-Card.Reviews request for appropriateness and allowability on accounts, ensures that accounting information is correct, follows up with requestor for any missing information, places order and follows up with vendor if any item is damaged or needs returning.
  • Maintains SOLO and any centralized ordering.
  • Prepares request for payments, requisitions, T & C reports, and all other forms as requested for the research grant accounts.Reviews transactions for appropriateness to the grant budget and resolves any discrepancies.
  • Coordinate meetings with individual or small groups of visitors hosted by faculty and research groups.
  • Makes sure supplies are ordered and an inventory of necessary items kept.

Accounting related duties:

  • Ensures accuracy of the URGEMS encumbrance system; responsible for data entry of all salary and non- salary encumbrances; closes out outstanding encumbrances based upon monthly ledger statements. Reconciles all payroll transactions and researches discrepancies.Responsible for reconciliation of monthly ledgers for all PI’s and distribution of monthly budget reports.
  • Initiates corrective action or recommends solutions as appropriate, ensures all expenses on monthly Workday ledgers have supporting documentation examines accounting documents to ascertain that transactions are properly supported in accordance with University policy and procedures; uses judgment as to whether account balances are reasonable.
  • Notifies the professor of accounts ending. Prepares grants for closeout by coordinating with professor, projects deficits and carryovers providing all backup for charges from grant end, completing the ROE with the professor’s signature.
  • Communicates with Central Administrative Office including but not limited to ORPA, ORACS, Finance, Purchasing and other departments.
  • Completes monthly financial reports to sponsors, prepares NYSTAR semi-annual reports financial reports and oversees matching funds with corporate sponsors.
  • Maintains CLASP certification.


Bachelor's degree in Accounting, Finance, Business Administration, and 1 year of professional experience; or an equivalent combination of education and experience. 5 years’ experience preferred.


Requires excellent professional and interpersonal skills; ability to interact effectively with students, faculty, and staff; very good organizational skills. Requires strong computing skills and the ability to calculate, interpret and analyze figures/statistical data in WORD, EXCEL and accounting/encumbrance systems. Willingness to share information and knowledge and adapt to new systems and changes in institutional priorities and policies. Can work independently, yet work as congenial team member within the department and with other university departments.

Experience with Microsoft Word, Excel, Access, Adobe Acrobat and Outlook. Ability to perform Internet searches and to complete internet transactions using web-based data entry programs.

CLASP certified or is willing to enroll and obtain CLASP certification within a year of hire.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Grant Accountant

Location: The College

Job ID: 201230

Regular/Temporary: Regular

Full/Part Time: Full-Time