Grants & Contracts Admin II

Rochester, NY


Serves as the Research Administrator for the Pediatric Research Office (PRO) in the Center for Children’s Health Research/Department of Pediatrics. Supports all sponsored projects awarded to faculty in the Division of Developmental & Behavioral Pediatrics Division, as well as for other divisions/PI’s in Pediatrics. This position provides guidance and administrative support for all programmatic operations and oversees pre- and post-award management of all sponsored projects. Facilitate proposal preparation and submission process, including extensive budget preparation, and guides faculty and staff to ensure compliance with agency and federal requirements. Oversees accounting activities and reporting, and represents the Department and its faculty in negotiations with agencies and subcontractors. Participates in university-wide policy discussions and has leadership and training responsibilities. Maintains collaborative relationships with Office of the Dean, Office of Research & Project Administration, Office of Research and Accounting Cost Standards, Purchasing Services and other administrative areas within the University. Demonstrates ICARE* values in each of the major responsibilities.


  1. Post award management: Examine and monitor financial activity for all departmental and divisional sponsored programs.

  2. Validate that account is accurately coded in the University’s financial system to comply with sponsor requirements and University financial reporting guidelines. Evaluate the risk of pre-contract spending and justify the use of contingent accounts.

  3. Review and approve expenditures on sponsored project accounts in accordance with University policy. Initiate, review and approve salary allocations given proposed effort and program timeline.

  4. Review account reconciliation monthly. Identify and resolve errors on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor’s requirements for financial reporting are met.

  5. Develop and maintain financial models for programs consisting of multiple sponsored project award and make recommendations regarding resource allocation, program no-cost extension requests and planned use for carry-forward funding when available.

  6. Conduct a financial analysis of all sponsored project accounts, assessing spending reasonability and developing project period projections based on discussions with principal investigators. Review financial position with investigators monthly.

  7. Work with principal investigators to appropriately define scope of services for sub-contracts and purchased services. Monitor sub-contract and PO billing, and evaluate progress on contracted work in comparison to program timeline.

  8. Provide guidance and assistance in proposal development and pre-award activities.

  9. Research potential funding opportunities for Department of Pediatrics/Division of DBP faculty. With faculty, determine feasibility of application process and likelihood of award. Maintain and share proposal, progress/financial reports schedule.

  10. Provides oversight of all applications for sponsored funding including consulting with and assisting principal investigators with proposal preparation, budget development, subcontract and cost sharing issues, proposal sign-off, and other required documentation.

  11. Represents faculty in negotiations with agencies and subcontractors.

  12. Directs support staff in updating faculty biographical sketch and other support documentation required for proposal submissions. Create templates and establish standards for supporting documentation that meet funding agency guidelines.

  13. Develop proposal budgets based on programmatic needs identified by faculty, University policy and sponsoring agency requirements. Collaborate with primary award organizations, both nationally and internationally, to develop scope of work requirements and allowable costs.

  14. Identify gaps in knowledge and designs mini-training programs for leadership faculty related to program development, including identifying sponsors, planning a project, preparing a budget and understanding University and sponsor spending policies.

  15. Coordinate all compliance reporting for the Department and Division’s sponsored programs.

  16. Prepare required financial reports, reconciling to the University’s financial system for review and approval by the Finance Department (ORACS).

  17. Assist the Principal investigator preparing documents for progress reports, no-cost extension, re-budgeting, carryover, and effort reduction approval to sponsoring agency.

  18. Serve as primary contact for internal and external audit proceedings or site monitoring visits.

  19. Prepare the Department/Division’s annual report and certification of effort on sponsored programs, confirming that faculty and staff effort reported to funding agency is consistent with effort expended on the project and amounts paid from the project account.

  20. Develop procedures to document mandatory and non-mandatory cost-sharing. Prepare report on collective project costs as needed.

  21. Assist with the annual research space survey.

  22. Support close-out activities at the end of each project budget period.

  23. Review account activity and approve final reconciliation of account, adjusting for unresolved issues and outstanding transactions. Request cost transfers as needed.

  24. Review and approve final financial statements or reports provided by ORACS.

  25. Submit required documentation to remove recurring or automated expenses, including salaries, postage, copying, and phone charges.

  26. Verify all project-end reporting and activity is complete, including final reports, inventions statement, certification of deliverables completed by sub-contract etc.

  27. Follow-up with ORACS to ensure University’s financial system is updated to prevent future activity on the account.

  28. Participate in leadership activities to improve organizational capacity and support skill development for staff and faculty.

  29. Keep abreast of new sponsoring agencies guidelines and evaluate impact of policy changes on existing programs.

  30. Works in conjunction with principal investigators to develop, revise, and execute strategic plans that appropriately leverage sponsored programs.

  31. Interprets policy and regulations to other University departments, faculty, and staff.

  32. Keep current on and inform PI’s and research staff on sponsor rules and requirements.

  33. Provide annual sponsored program training updates to PI.

  34. Participates in university-wide committees or teams evaluating business processes to align university and sponsor requirements.

  35. Give presentations on sponsored-program related activities and issues in a variety of settings including DBP Divisional Meetings, DBP Research Meetings, and Peds URGEMS User Group Meetings.

Other duties as assigned


  • Bachelor’s degree required.

  • A Master’s degree, equivalent course work, or specialized experience in an appropriate field related to the assignment is desirable required.

  • Five years relevant experience including at least two years at a managerial level.

  • Experience with sponsored program accounting required.

  • Strong writing and communication skills required.

  • Must demonstrate extensive knowledge of Excel and enterprise accounting systems.

  • Financial reporting experience desired.

  • CLASP certification 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: $59,197 - $82,888 Annually

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