Sr Grants Management Spec

Rochester, NY


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. Typically resolves complex problems or problems where precedent may not exist. Often leads the work of small project teams; may formally train junior staff. Works independently.


  • Manages workflows for administrative support staff and liaises with necessary institutional administrative offices to ensure that key post-award administrative tasks are accomplished on time and in compliance with institutional and federal requirements across all managed grants and funded programs. Works directly with administration and finance to monitor and ensure that finance and budgetary requirements of research programs remain compliant with university and federal guidelines and to address related issues as needed, reports regularly to leadership staff and meets regularly with research finance and administrative teams to address potential challenges and provide status updates. Coordinates expenditure controls and reviews and approves invoices on relevant grant programs. Reviews and updates RFAs and NOAs to ensure compliance and alignment with current institutional or federal guidelines.

  • Manages and monitors a master schedule of regular data collection efforts across all programs, overseeing administrative support staff and program evaluators to ensure data collection efforts are implemented and meet reporting needs. Works directly with leadership staff to develop and revise workflows that streamline data collection efforts for reporting purposes, including integration of data sets between research systems and software. Coordinates development of necessary training and data tables for grants in development. Manages the input of data related to studies and appointments by utilizing NIH systems. Regularly meets with leadership staff to provide status reports and identify delays or challenges to meeting data collection deadlines.

  • Reports on the status of managed grant activities, develop and revise relevant workflows as needed, identify administrative needs and challenges, and provide operational-support allowing leadership to make evidence-based, strategic decisions about ongoing program development. Works directly with program directors to develop and manage workflows for administrative support staff across all managed grants and funded programs within the department. Works with staff to manage the development and implementation of orientation to manage grants and funded programs. Reviews and updates SOPs to ensure effective workflows across all related processes. Provides guidance to lower level staff to ensure that needs are being met. Creates and routes the personnel action forms and federal forms. Works with program leadership, administrative, and evaluation teams to produce annual reports required by funding agencies. Responds to requests from leadership for data reports used to support grant development, board meetings, annual reports, and the websites.

  • Builds and maintains inter-departmental relationships with other research bodies. Identifies potential collaborations, program improvements or risks. Contributes as active member of the team, providing feedback and recommendations to support the needs of the programs. Keeps current on key issues affecting strategic initiatives and operational imperatives. Ability to originate, authorize or approve transactions associated with sponsored programs; involvement with proposal preparation; or active review and monitoring of the financial activities of sponsored project accounts.


  • Bachelor's degree in business, higher education, and healthcare or related field required.

  • Master’s degree in education or related field preferred.

  • 3 years of relevant experience or equivalent combination of education and experience required.

  • Grants administration experience and program management in higher education required.

  • Leadership and excellent organizational skills; attention to detail required.

  • Excellent communication and interpersonal skills are necessary required.

  • Must be skilled with Microsoft Office software, including Outlook, Familiarity with federal NIH-grant reporting mechanisms preferred.

  • Access, Word, Excel, and PowerPoint preferred.

  • Proficient in database management and reporting software preferred.

  • Experience in scientific grant/manuscript preparation assistance preferred.

  • CLASP certification, within 12 months 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: $68,765 - $103,147 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