Sponsored Programs Administrator, Department of Administration (College of Medicine-Phoenix)

University of Arizona; Phoenix (AZ); On-site; USD 59,000 - 74,000; Full time

Job summary

University of Arizona in Phoenix is seeking a Sponsored Program Administrator to manage post-award budgeting and reporting for a portfolio of research grants. The role emphasizes budgeting, financial analysis, and collaboration with PIs and departmental staff to ensure compliant, timely financial activities.

The SPA will work with Finance and Shared Services, interpret policies, and maintain data integrity across reports and expenditures, contributing to successful research programs within the

Qualifications

• Bachelor's degree or equivalent required.
• Minimum of 3 years of relevant work experience.
• Experience with grant/contract budgeting or financial management is preferred.

Responsibilities

• Supports post-award budget, financial, operating and reporting activity.
• Tracks grant revenue and expenses to meet deadlines and terms.
• Helps prepare required, operational, and special budgets.
• Provides support for Finance and guides grant/contract budgets.
• Ensures data integrity in monthly reporting and compliance with sponsor terms and regulations.
• Coordinates with PIs, Sponsor, and University staff to ensure timely activities.

Skills

Analytical skills

Attention to detail

Customer service

Communication skills

Multi-tasking

Education

Bachelor's degree or equivalent

Bachelor's degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft Office Suite

Job description

Sponsored Programs Administrator, Department of Administration (College of Medicine-Phoenix)

The College of Medicine-Phoenix seeks an innovative, results-oriented individual to join our growing team as a Sponsored Program Administrator (SPA). This position will support certain functions of a portfolio comprising research grant accounts. This role will help team members with budget development and management, maintaining monthly reporting, and working with department managers and staff to provide financial reporting support.

The SPA must be skilled in reviewing, interpreting, and applying policy and procedures, handling multiple projects simultaneously, and working with short and competing deadlines. Must possess strong analytical skills and attention to detail, and be committed to excellent customer service and support for all departmental stakeholders. The SPA is expected to perform assigned duties with minimal guidance and assistance, and to work closely with the College's shared services teams. The SPA will ensure compliance with university, state, and federal policies and procedures and will be responsible for maintaining fiscal and human resources/employee integrity for assigned departments.

• Visa sponsorship is not available for this position.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state retirement plan; access to UA recreation and cultural activities; and more!

Duties & Responsibilities

Grant and Contracting Management

• Supports post-award day-to-day budget, financial, operating and reporting activity.
• Track grant revenue and expenses to meet project deadlines and terms.
• Help prepare required, operational, and special budgets.
• Provide support for the Finance team and serve as a guide for grant/contract budgets.
• Review monthly reporting with appropriate personnel to ensure data integrity and shifting priorities are accounted for.
• Ensure compliance of Sponsor terms & conditions and University, Federal, and State regulations.
• Work closely with Sponsor, University, Primary Investigators (PIs), and/or accountants to ensure relevant and appropriate activities are performed timely and accurately.
• Assist with answering questions regarding expenses and reporting.

Budget Management

• Contribute to budget responsibilities by assisting fiscal officers with the oversight of research-related budgets (grants, contracts, local funds, etc.) and preparing monthly and quarterly financial reports.
• Provide support with the initial preparation departmental budgets for research funding sources (grant, contract, local, etc.) based on trend analysis, forecasting, and guiding principles.
• Consult with Director on departmental shifts and trends associated with clinical/research budget management to include operations, reconciliations, irregular and unusual transactions, and problem resolutions on a timely basis.
• Analyze research expenditures and reports for data integrity and work with accounting team to allocate expenses appropriately.

Department Support

• Support the day to day operational and administrative activities in support of research programs.
• Create and oversee complex record-keeping systems and databases. Analyze complex information related to program administration and provide the information in reports and documents to PIs.
• Work cross-functionally with departments, their leaders, and administrators in the college and in the University to move research related objectives forward.
• Interacts and maintains liaison with PIs, staff, and outside/community agencies in facilitating research program objectives.
• In collaboration with the Department Administrative Lead, manage administrative issues and financial transactions for research projects, including management of P-Card use and documentation, disbursement vouchers, subject payment initiation, etc.
• Work with University Finance Department to ensure compliance in financial policies and procedures, and to ensure the financial transactions made were compliant with UA policies and procedures.

Financial Management

• Support fiscal officers in overseeing the financial management of departmental research accounts.
• Advise department staff on financial matters when appropriate.
• Assist with analyzing research expenditures and reports for data integrity and work with accounting team to allocate expenses appropriately.

Knowledge, Skills and Abilities

• Knowledge of accounting principles, practices, principles and procedures. to include uniform guidance.
• Skill in preparing detailed reports on a timely basis.
• Ability to maintain sensitivity with confidential information.
• Possess excellent written and verbal communication skills.
• Ability to multi-task in a fast-paced environment, and in a professional manner.
• Proficient in Microsoft Suite (Word, Excel, and Outlook).

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

• Bachelor's degree in Business Administration or related field of study.
• One year of relevant grant or financial experience.
• One year of higher education or government accounting and budgeting experience for research, including various fund types (recurring operating funds, gifts, grants, and indirect cost revenue, auxiliary funds, etc).
• Demonstrated experience managing grants, contracts, and other research agreements.

FLSA Exempt

Full Time/Part Time Full Time

Number of Hours Worked per Week 40

Job FTE 1

Work Calendar Fiscal

Job Category Research

Benefits Eligible Yes - Full Benefits

Rate of Pay $59,404 – $74,254

Compensation Type salary at 1.0 full-time equivalency (FTE)

Grade 8

Compensation Guidance The Rate of Pay Field represents the University of Arizona’s good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate’s work experience, education/training, key skills, and internal equity. The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Career Stream and Level PC2

Job Family Grant & Contract Admin

Job Function Research

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies 1

Contact Information for Candidates

Office of Talent Acquisition

[e-mail]