Grants Management Spec II

Rochester, NY


With minimum direction and latitude for initiative and independent judgment, manages grants management processes including pre- and post-award budgets and grant finances from government grants, foundations and/or other grant-award bodies. Establishes grant accounts and monitors grant expenditures to ensure compliance with sponsor regulations. Prepares financial reports and statements. Stays up-to-date on federal and University policies and regulations relating to research grant administration.


  • Working independently and directly with principal investigators, serves as pre- and post-award grant specialist for department chair/Center director and department faculty. Manages grant submissions for department chair and all department faculty, owning the process from start to finish. Develop and manage the grant submission timelines, ensuring all participants are meeting key deliverables. Manage the development of required grant pieces among relevant team members (including department finance team), including budget, facilities, resources, biosketches, etc. Complete the funding proposal through IORA (Integrated Online Research Administration) ensuring it is complete and accurate. Ensure all pieces for grant submission conform to the necessary format and adhere to NIH guidelines. Follows up with faculty to ensure their publications are compliant with NIH Public Access Policy. Stays up-to-date on federal and University policies and regulations relating to research grant administration. Train other department staff in grant preparation and use of IORA. Assemble and prepare renewals of all large complex grants (T32, U54s, etc.) housed in the Department of Environmental Medicine. Works with external institutions, organizations, and agencies to establish sub-contracts, consulting agreements, material transfer agreements, data use agreements, etc. Maintains proposal database and provides frequent updates to chair and assistant director of research operations on grant successes. Research potential funding opportunities for Department’s faculty/investigators.

  • Utilizes, and maintains expertise in, the University’s Integrated Online Research Administration System (IORA) in order to process proposals, negotiate awards, maintains working knowledge of Electronic Research Administration (ERA) systems of various University sponsors in order to submit proposals and assist faculty and staff.

  • Represents the Principal Investigators and/or Program Directors to outside organizations involved in our research. Acts as a resource in working with other departments of the University and Medical Center. Supervises, trains, and develops administrative staff in all aspects of pre-award grant management.

  • Working with the Principal Investigators, prepare annual progress reports for their grants via the Research Performance Progress Report mechanism (RPPR) in Commons. This includes gathering required pieces to upload to the RPPR including calculating faculty and staff effort information from HRMS to complete the “all personnel report” and address budgetary matters/concerns. Ensures other support information for all faculty is maintained and updated frequently ensuring that it is compliant with NIH guidelines. Assist faculty with completing final financial and project reports at the conclusion of a grant. Maintain knowledge of NIH Public Access Policy and MyNCBI and relay updates to faculty and administrative staff. Serve as point of contact for all faculty in the department to assist them with this process, making sure all publications are compliant and that PMCID numbers are included in all grant-related materials. Remind faculty to cite our NIEHS Center grant and NIEHS Toxicology Training grant in their publications, as appropriate.

  • Keeps abreast of trends, such as sponsors' policies and procedures, as they relate to the field by attending seminars, professional meetings and courses that enhance personal development and strengthen the user function. Participates in professional meeting sessions or workshops as resources and time permit.

  • Serves as administrator for complex grant mechanisms housed in the Department of Environmental Medicine (e.g. U54, P01). Manage all activities of these complex grants including working with administrators at other affiliated sites to manage financial and scientific reporting, annual grant renewal submissions, and competing renewals. Serves as UR point of contact for these grants, communicating and working closely with colleagues at affiliated sites (e.g. Roswell Park Cancer Institute, University of Pittsburgh, etc.), ORACS, and ORPA to ensure compliance and award accuracy. Attend annual meetings of the consortia at the contact PI’s institution and affiliated sites.

  • Immigration specialist: Working with the International Services Office (ISO) processes all visa applications (J-1, H-1B, F-1 OPT, permanent residence, etc.) for all incoming post-doctoral fellows, department faculty, visiting scientists, visiting faculty, etc. Works closely with ISO and Graduate Education and Postdoctoral Affairs office for immigration forms processing. Timekeeper for department payroll in HRMS. Manages undergraduate and graduate Student Employment processes for the department.

Other duties as assigned


  • Bachelor’s degree required

  • 2 years of relevant experience; or an equivalent combination of education and experience required

  • Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grants required

  • Experience in and knowledge of IORA (Integrated Online Research Administration) and federal grant application platforms (e.g. ASSIST) required

  • Requires practical (hands-on) knowledge and prior experience in managing the preparation, submission, and post-award reporting and handling of federal research grants, particularly NIH grants

  • Knowledge of University policies and procedures, familiarity with personal computers and MS Office (MS Word, Power Point, Excel, etc.)

  • Knowledge of and experience in HRMS, IORA, and ASSIST.

  • Strong interpersonal and communication skills, including written communication

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: $54,808 - $76,752 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