Scheduled Hours

40

Position Summary

The Grant Specialist II provides guidance and technical expertise to the university’s research community in areas such as: Reporting, Invoicing, Transactional Approval and Regulatory Compliance. The Grant Specialist works independently, enforces compliance and provides expert advice and training to faculty and administrators related to internal university/school and external agency procedures and policies related to research administration. This position is responsible for supporting the grant reporting and management associated with the portfolio of approximately 4,500 active grants and contracts. Approximately $1 Billion in expenditures were charged to Sponsored Project funds during FY24. Decisions made at this position have a University-wide impact relative to the grants administered.

Job Description

Primary Duties & Responsibilities:

• Maintains up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements.
• Interprets external agency guidelines and provide advice to administrators and faculty regarding the allowability and allocability of direct costs to grants, contracts and sub-agreements.
• Provides detail-oriented review, timely and accurate preparation and submission of interim, annual and final financial reports and invoices.
• Reviews salary and stipends for compliance with grant requirements and maintain confidentiality in regards to the data.
• Processes complex adjusting entries and budget carryover entries.
• Monitors and coordinates multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grants…).
• Closes out accounting records for expiring grants. Follows-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process. Maintains documentation on correspondence with departments and external sponsors.
• Reviews expenditures for adherence to Federal regulations, agency requirements, award conditions and University policies.
• Reconciles accounting records to ensure that all costs are included on the financial report and/or invoice and close out accounting records for expiring grants and contracts.
• Communicates and follows-up with departments and/or faculty members on outstanding issues that pertain to the FFR submission or invoice and closing process. Maintains documentation on correspondence with departments and sponsoring agencies.
• Reviews and approves all transactions related to assigned grant portfolio to ensure compliance with University and sponsor guidelines. Primary issues involve: sufficient justification, date of discovery, reasonableness, timelines and department approvals.
• Transactions will be reviewed at daily scheduled intervals. Approval/disapproval should be initiated within one business day.
• Contacts and communicates with departments to resolve compliance issues regarding these transactions.
• Monitors monthly exception reports.
• Reviews and approves Administrative Cost Exception forms.
• Assists with gathering detail support for audits as needed.
• Performs other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment

Physical Effort

• Typically sitting at a desk or a table

Equipment

• Office equipment

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications:

No specific certification is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver's License:

A driver's license is not required for this position.

More About This Job

Preferred Qualifications

• Experience with Sponsored Research administration in a large university environment.
• Experience with Uniform Guidance and regulatory requirements for grant accounting.
• Ability to interact professionally with staff of federal government, sponsoring organizations and with faculty and administrati