Grants and Contracts Administrator II

University of Rochester; United States; On-site; USD 40,000 - 57,000; Full time

Job summary

University of Rochester seeks a Clinical Trials Research Administrator to manage the full lifecycle of trials within the Pediatric Biomed Research Center. You will lead study start-up, feasibility, budgeting, contracts, and sponsor engagement, ensuring compliance and timely execution.

In this role you will collaborate with the Office of Clinical Research and other university offices to ensure accurate financial reporting, grant reporting, and resource planning for multiple sponsored projects.

Responsibilities

• Post award management - Clinical Trials: Examine and monitor financial activity for all clinical trials in the Department of Pediatrics
• Oversee sponsor invoicing and payment tracking, working with Finance to ensure accurate billing, timely collections, and resolution of payment discrepancies
• Review budgets and study records in OnCore and IORA, ensuring accurate institutional routing, approvals, and alignment with contracts, budgets, and regulatory documentation. Supports timely institutional review and study activation
• Work closely with Senior Research Coordinators to ensure that PI and coordinator effort is being documented and allocated appropriately and accurately to funded studies
• Review and approve expenditures on sponsored project accounts in accordance with University policy. Initiate, review and approve salary allocations given proposed effort and program timeline
• Review account reconciliation monthly. Identify and resolve errors on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor's requirements for financial reporting are met
• Develop and maintain financial models for programs consisting of multiple sponsored project award and make recommendations regarding resource allocation, program no-cost extension requests and planned use for carry-forward funding when available
• Work closely with the Office of Clinical Research (OCR) as needed, acting as a liaison
• Post-Award management - Other : Examine and monitor financial activity for all departmental sponsored programs ( not focused on clinical trials ).
• Review and approve expenditures on sponsored project accounts in accordance with University policy. Initiate, review and approve salary allocations given proposed effort and program timeline
• Review account reconciliation monthly. Identify and resolve errors on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor's requirements for financial reporting are met
• Develop and maintain financial models for programs consisting of multiple sponsored project award and make recommendations regarding resource allocation, program no-cost extension requests and planned use for carry-forward funding when available
• Conduct a financial analysis of all sponsored project accounts, assessing spending reasonability and developing project period projections based on discussions with principal investigators. Review financial position with investigators monthly
• Work with principal

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400840 Ctr Pediatric Biomed Research

Work Shift:

UR - Day (United States of America)

Range:

UR URG 110 H

Compensation Range:

$29.33 - $41.06

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.

Responsibilities:

Serves as the Clinical Trials Research Administrator for the Pediatric Research Office (PRO) in the Center for Children's Health Research/Department of Pediatrics. Supports all clinical trials and other sponsored projects awarded to faculty in the Department of Pediatrics. Directs and coordinates all aspects of clinical trial lifecycle, with primary responsibility for study start-up, feasibility assessment, budgeting, contract and financial oversight, and sponsor engagement. This position provides guidance and administrative support for all programmatic operations and oversees pre- and post-award management of all sponsored projects. Facilitate proposal preparation and submission process, including extensive budget preparation, and guides faculty and staff to ensure compliance with agency and federal requirements. Oversees accounting activities and reporting, and represents the Department and its faculty in negotiations with agencies and subcontractors. Participates in university-wide policy discussions and has leadership and training responsibilities. Maintains collaborative relationships with Office of Clinical Research, Office of the Dean, Office of Research & Project Administration, Office of Research and Accounting Cost Standards, Purchasing Services and other administrative areas within the University. Demonstrates ICARE* values in each of the major responsibilities.

ESSENTIAL FUNCTIONS

• Post award management - Clinical Trials : Examine and monitor financial activity for all clinical trials in the Department of Pediatrics
• Oversee sponsor invoicing and payment tracking, working with Finance to ensure accurate billing, timely collections, and resolution of payment discrepancies.
• Review budgets and study records in OnCore and IORA, ensuring accurate institutional routing, approvals, and alignment with contracts, budgets, and regulatory documentation. Supports timely institutional review and study activation.
• Work closely with Senior Research Coordinators to ensure that PI and coordinator effort is being documented and allocated appropriately and accurately to funded studies
• Review and approve expenditures on sponsored project accounts in accordance with University policy. Initiate, review and approve salary allocations given proposed effort and program timeline.
• Review account reconciliation monthly. Identify and resolve errors on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor's requirements for financial reporting are met.
• Develop and maintain financial models for programs consisting of multiple sponsored project award and make recommendations regarding resource allocation, program no-cost extension requests and planned use for carry-forward funding when available.
• Work closely with the Office of Clinical Research (OCR) as needed, acting as a liaison.
• Post-Award management - Other : Examine and monitor financial activity for all departmental sponsored programs ( not focused on clinical trials ).
• Review and approve expenditures on sponsored project accounts in accordance with University policy. Initiate, review and approve salary allocations given proposed effort and program timeline.
• Review account reconciliation monthly. Identify and resolve errors on accounts in a timely manner. Verify that costs are allowable and allocable and sponsor's requirements for financial reporting are met.
• Develop and maintain financial models for programs consisting of multiple sponsored project award and make recommendations regarding resource allocation, program no-cost extension requests and planned use for carry-forward funding when available.
• Conduct a financial analysis of all sponsored project accounts, assessing spending reasonability and developing project period projections based on discussions with principal investigators. Review financial position with investigators monthly.
• Work with principal