Grants Management Spec I

Rochester, NY


Reviews and supports pre- and post-award budgets and grant finances from government grants, foundations and/or other grant-award bodies. Monitors grant expenditures to ensure compliance with sponsor regulations.


  1. Prepares, analyzes, reviews monthly ledger /departmental accounting reports using UR Financials (URF), and reconcile charges with department reconciliation reports. Run, print, and sort all monthly reports from URF. Identify problems or errors and correct with appropriate central administrative or service department. Prepare monthly encumbrance reports of expenditures and balances and prepare detailed spreadsheets. Analyze reports for accuracy, spending projections, reasonableness, and adherence to agency guidelines. Prepare, distribute, and review reports with principal investigator, Research Program Manager, and Finance Manager as needed. Present recommendations and seek guidance as to the course of action to be taken. Recommend improvements, adaptation and changes in policy and procedures in the accounting system. Obtain Principal Investigator’s (PI) signatures on cover sheets.

  2. Prepare reports, such as for projections, and particularly as projects near completion or at fiscal-year end, for review by Chair, Research Program Manager, Finance Manager, PI, ORACS, sponsors, or Auditing. Ensure back-up documentation for expenditures is appropriate, including certification of effort, and accuracy for audit purposes. Keep Research Program Manager, Financial Manager and Senior Accountant advised on the status of projects. Reviews Awards in IORA for accuracy based on sponsored award letter and contact ORPA and ORACS with corrections. Set up accounts in ORPA’s new IORA system. Review and manage data in UR Financials from various payment mechanisms for numerous accounts, double-checking appropriateness of expenditures and FAO and spend category designations. File source documentation and retrieve documents for account reconciliation. Archive non-grant accounts and fully closed grants on an annual basis.

  3. Manages the departmental Pcard system. Review and approve all orders placed on Pcards assigned to the department. Ensure proper backup documentation standards are maintained, and correct and appropriate FAOs and spend categories are used. Reconcile all Pcard statements on a monthly basis. Provide hands-on training for new Pcard holders and assist Pcard holders in resolving issues. Liaise with UR Pcard Program Manager when questions arise.

  4. Partners with ORPA, ORACS, Accounts Payable, Purchasing, HR, Auditing, and other service departments, as well as funding agencies. Meet with research faculty and laboratory personnel to review departmental policies and procedures for the management of sponsored research funds and other institutional accounts, including subcontracts to other institutions. Review for allowability, allocability, and reasonableness of expenditures on sponsored research and institutional accounts prior to purchase approval, and in accordance with sponsor and institutional policies. Advise and assist departmental personnel with purchasing procedures, and prepare and process payment-related forms, requisitions, journal entries, etc.

  5. Manage the equipment and physical property inventory in departmental and institutional databases. Assist faculty with the purchase of equipment or computing devices to ensure appropriate coding. Ensure compliance of institutional and sponsor policies for the management of inventory, including the selling, transfer, or disposition of equipment. Maintain database, prepare reports, and participate in audits and survey completion. Monitor yearly equipment maintenance contracts and other blanket purchase orders, ensure appropriate FAO’s are charged at agreed upon distributions and renewals are submitted to Purchasing in a timely manner.

  6. Attends post-award related user groups and administrative meetings, such as Research Administration and Research Accounting (RARA) meetings. Participate in special purpose meetings, such as audits, meetings with central administrative departments, etc. Attend CLASP certification training program and maintain certification.

Other duties as assigned.


  • Bachelor's degree in related field required.

  • Minimum of 1 year of relevant experience in the analysis or dissemination of information required.

  • Experience with NIH or other grants administration, both pre- and post-award, and handling of Federal research grants preferred.

  • Experience in and knowledge of Integrated Online Research Administration (IORA) and federal grant application platforms preferred.

  • Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required.

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: $22.59 - $31.63 Hourly

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.

Apply for Job

  • Careers

  • Sign In

  • New User

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time