Scheduled Hours

37.5

Position Summary

The Grant Specialist 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:

• Maintain up-to-date knowledge of the regulatory and legal framework and vast compliance rules affecting federal and non-federal sponsored research agreements
• Interpret external agency guidelines and advise administrators and faculty regarding the allowability and allocability of direct costs to grants, contract, and sub-agreements.
• Provide detail-orientated review, timely and accurate preparation, and submission of interim, annual, and final financial reports and invoices.
• Review salary and stipends for compliance with grant requirements and maintain confidentiality regarding the data.
• Process complex adjusting entries and budget carryover entries.
• Monitor and coordinate multiple reporting due dates and focus activities on the reports for complex projects (multiple PI, subcontracts, training grants, etc.)
• Closeout accounting records for expiring grants. Follow-up with departments on outstanding issues that pertain to the report and/or invoice submission and closing process. Maintain documentation on correspondence with departments and external sponsors.
• Review expenditures for adherence to Federal regulations, agency requirements, award conditions, and University policies.
• Reconcile accounting records to ensure all costs re included on the financial report and/or invoice and closeout accounting records for expiring grants and contracts.
• Communicate and follow up with departments and/or faculty members on FFR submission or invoice and closing process issues. Maintain documentation on correspondence with departments and sponsoring agencies.
• Review and approve 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.
• Review transactions at daily scheduled intervals. Approval/disapproval should be initiated within one business day.
• Contact and communicate with departments to resolve compliance issues regarding these transactions.
• Monitor monthly exception reports.
• Review and approve Administrative Cost Exception forms.
• Assist with gathering detail support for audits as needed.
• Perform other duties as assigned.

Working Conditions:

Job Location/Working Conditions

• Normal office environment
• Position is primarily remote, working from home. May occasionally be asked to attend in-person meetings or events.

Physical Effort

• Typically sitting at desk or 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

• Sponsored Research administration in a large university environment experience.
• Uniform Guidance and regulatory requirements for grant accounting experience.
• Ability to interact professionally with staff of federal gover