Grants & Contracts Admin II

University of Rochester; United States; On-site; USD 61,000 - 85,000; Full time

Job summary

University of Rochester is seeking a Grants and Contracts Administrator II to provide independent, pre-award research administration support for the Pulmonary and Critical Care Medicine divisions, with broader support as needed. You will manage a portfolio of proposals, coordinate budgets, and ensure compliance across sponsor portals from planning through submission.

You will collaborate with finance and clinical research operations to ensure accurate effort, budgets, and timely responses, with

Responsibilities

• Manages proposal pipeline and submission calendar for assigned faculty.
• Advises investigators on sponsor guidelines and institutional requirements.
• Coordinates and prepares proposal components (budgets, biosketches, Other Support).
• Performs sponsor-system submissions and validations in ASSIST, eRA Commons, Grants.gov.
• Reviews notices of award to identify terms, reporting, and compliance needs.
• Maintains handoffs to post-award and finance partners for smooth transitions.

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

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 400049 Med M&D-Pulmnry/Crit Care Unit

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:

The Grants and Contracts Administrator II provides independent, primarily pre-award research administration support for the Divisions of Pulmonary and Critical Care Medicine and Gastroenterology, with support to other Department of Medicine divisions as operational needs require. Working with limited direction and within established sponsor, University, and departmental requirements, the position manages a portfolio of routine to moderately complex proposals and related award actions from early planning through submission and transition to post-award management. The role reports to the Director of Research Operations and maintains collaborative, dotted-line relationships with divisional administration, division chiefs, and faculty. The administrator partners closely with finance and clinical research operations teams to ensure clear handoffs, accurate effort and budget information, timely compliance activities, and coordinated support across the research lifecycle. The position has no direct reports.

ESSENTIAL FUNCTIONS

Proposal Development, Pipeline Management, and Submission

• Manages the proposal pipeline and submission calendar for assigned faculty; identifies upcoming deadlines, required lead times, competing priorities, and timeline risks and communicates them promptly.
• Advises investigators on sponsor guidelines and institutional requirements; develops submission plans and checklists for routine and moderately complex proposals, including multi-site applications, large budgets, subawards, and applications requiring special review or institutional approvals.
• Coordinates and prepares proposal components, including budgets, budget justifications, IORA Funding Proposals, application forms, biosketches, Other Support, letters of support, facilities/resources information, subrecipient materials, and internal approvals.
• Completes sponsor-system submissions and validations in ASSIST, eRA Commons, Grants.gov, and other sponsor portals; troubleshoots routine system issues and escalates issues that could affect submission.
• Performs a final administrative review for completeness, consistency, and compliance and coordinates timely routing to central offices.

Post-Submission and Award Actions

• Tracks submitted proposals and coordinates just-in-time requests, revisions, responses to sponsor questions, and other post-submission actions.
• Reviews notices of award and related communications to identify terms, reporting requirements, effort commitments, cost share, subaward needs, restrictions, and items requiring clarification or escalation.
• Coordinates award setup documentation and supports amendments, supplements, carryforward requests, prior approvals, and no-cost extensions in partnership with investigators, divisional administration, finance, and central offices.
• Maintains visibility to new awards and pending actions and facilitates a complete, timely handoff to post-award and finance partners.

Award Lifecycle, Compliance, and Grant Maintenance

• Maintains tracking for active awards, progress reports, sponsor deliverables, and awards ending within 90 days; communicates required actions and deadlines to investigators and operational partners.
• Coordinates administrative components of RPPRs and other federal, foundation, state, and non-federal progress reports.
• Monitors administrative compliance items, including current biosketches and Other Support, public access or publication compliance, sponsor-specific requirements, effort commitments, cost share commitments, and subaward documentation.
• Initiates closeout planning and confirms whether an award will close, requires a no-cost extension, expects an additional funding year or subaward amendment, or has an inaccurate end date; routes financial and final reporting items to the responsible owners.
• Maintains complete, accurate, and audit-ready proposal and award records in departmental