Grants & Contracts Admin II

Inside Philanthropy; City of Rochester (NY); On-site; USD 61,000 - 85,000; Full time

Job summary

The University of Rochester is seeking a Grants Administrator for the Department of Environmental Medicine and Public Health Sciences. The role coordinates grant submissions, serves as administrator for complex grant mechanisms, and ensures compliance with sponsor requirements and university policies.

Responsibilities include guiding investigators through post‑award reporting, preparing annual and final reports, and coordinating renewals and subcontracts while liaising with internal and external

Qualifications

• Bachelor's degree with 2 years of relevant experience required.
• NIH grants or other regulatory administration experience preferred.
• Experience with IORA and ASSIST platforms preferred.
• Strong knowledge of University policies and MS Office.

Responsibilities

• Coordinate preparation and submission of grants for department leadership.
• Serve as administrator for complex grant mechanisms and assist with contracts.
• Guide principal investigators on sponsor policies and post‑award reporting.
• Maintain compliance with sponsor requirements and university policies.
• Support annual and final progress reports and related budget matters.

Skills

Interpersonal communication

Organizational skills

Attention to detail

Teamwork

Education

Bachelor's degree

Equivalent combination of education and experience

Tools

IORA

ASSIST

HRMS

SmartSheets

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)

265 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 400039 Env Med & Public Health Sciences (EMPHS)

Work Shift: UR - Day (United States of America)

Range: UR URG 110

Compensation Range: $61,000.00 - $85,400.00

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

With minimum direction and latitude for initiative and independent judgement, coordinates the preparation and submission of grants for the department chair/Center director and department faculty. Serves as administrator for complex grant mechanisms housed in the Department of Environmental Medicine and Public Health (EMPH). Acts as liaison and has extensive contact with University and Medical Center administration, project sponsors, and regulatory agencies. Interprets funding agency policy as it applies to the grant preparation and submission process and advises and guides principal investigators and associated faculty on these policies. Interprets funding agency policies and procedures related to post-award reporting and other requirements, and guides principal investigators and other involved parties on these policies. Stays up-to-date on federal and University policies and regulations relating to research grant administration. Possesses strong organizational and interpersonal skills, and the ability to handle confidential information in a professional manner.

ESSENTIAL FUNCTIONS

• Working independently with principal investigators, serves as pre- and post-award grant specialist for the department chair/Center director and assigned faculty. Manages grant submissions for one-third of department faculty, overseeing the process from start to finish. Develops timelines, coordinates required components (budgets, biosketches, resources, etc.), and ensures proposals meet agency guidelines and University requirements. Prepares and submits proposals through IORA and other sponsor systems, and stays current on state, federal, and University policies.
• Coordinates renewals of large, complex grants and works with external institutions to establish subcontracts, consulting agreements, material/data use agreements, and other research contracts. Monitors compliance with funding agency policies (e.g., NIH Public Access Policy) and works with IRBs and compliance offices to resolve regulatory issues.
• Working with Principal Investigators, prepare annual and final progress reports for their grants. This includes gathering required components, calculating faculty and staff effort information from MyURHR to complete personnel reporting, and addressing budgetary matters. Assist faculty with completing final financial and project reports at the conclusion of a grant. Serve as point of contact for all faculty in the department to support these processes and ensure compliance with sponsor requirements. Stay current on sponsor policies and procedures by attending seminars, professional meetings, and courses that enhance professional development and strengthen the grants administration function.
• Serves as administrator for complex grant mechanisms housed in the EMPH. Manage activities of complex grants including working with administrators at other affiliated sites to manage financial and scientific reporting, annual progress reports submissions, and competing renewals. Serve as UR point of contact for these grants, communicating and working closely with colleagues at affiliated or sub-contract sites, ORACS, and ORPA to ensure compliance and award accuracy.
• Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 2 years of relevant experience required
• Or equivalent combination of education and experience
• Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grantsstrongly preferred
• Experience in and knowledge of IORA (Integrated Online Research Administration) and federal grant application platforms (e.g. ASSIST) strongly preferred

KNOWLEDGE, SKILLS AND ABILITIES

• 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 strongly preferred
• Knowledge of University policies and procedures, familiarity with personal computers and MS Office (MS Word, Power Point, Excel, etc.) strongly preferred
• Knowledge of and experience in HRMS, IORA, and ASSIST strongly preferred.
• Strong interpersonal and communication skills, including written communicationstrongly preferred
• Must be organized, detail oriented, able to work in a team environment, and be able to anticipate needs, prioritize assignments, and proactively resolve issues/problemsstrongly preferred
• Experience with database applications (such as SmartSheets)preferred

LICENSES AND CERTIFICATIONS

• Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.