Sr. Grants and Contracts Administrator

University of Rochester; United States; On-site; USD 71,000 - 106,000; Full time

Job summary

University of Rochester seeks a Grants/Contracts Team Co-Leader to manage a department’s research administration function. The role oversees multiple staff, collaborates with researchers, and ensures compliance with sponsor policies and reporting requirements.

Responsibilities include preparing progress reports, coordinating effort reporting, and negotiating complex agreements with sponsors and institutions. A strong background in NIH grants and regulatory compliance is preferred.

Qualifications

• Bachelor's degree and 5 years of relevant experience required.
• Or equivalent combination of education and experience.
• Experience with NIH grants or other regulatory agency administration preferred.

Responsibilities

• Co-Leads Grants and Contracts Team, overseeing at least two Grants Management Specialist II positions, and coordinates with ORPA/ORACS and external partners.
• Liaises with faculty, funding agencies, internal offices, and sponsors to facilitate communication and negotiate agreements.
• Prepares annual and final progress reports for grants, including personnel reporting and addressing budgetary matters.
• Ensures pre- and post-award compliance with HR, payroll, effort reporting, and visa requirements.

Education

Bachelor's degree

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: 400039 Environmental Medicine

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

Range: UR URG 112

Compensation Range:

$70,600.00 - $105,800.00

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:

Co-Team Lead for the Grants and Contracts Team, overseeing at least two Grants Management Specialist II positions, this role reports directly to the Director of Research Operations. Acts as the primary point of contact with Research program administration, project sponsors, participating research programs and regulatory agencies. Reviews proposed research program budgets for adherence to financial reporting regulations as defined by the Office of Research Accounting and Costing Standards and the Office of Research Project Administration. Responsible for research development, compliance, growth, and management for an entire department. Works in collaboration with Departmental and Center Leadership, leads development, strategic planning, and implementation of department goals to expand and diversify its research portfolio. Builds strong relationships across departments, institutions, and with sponsors. Possesses strong organizational and interpersonal skills, and the ability to handle confidential information in a professional manner.

ESSENTIAL FUNCTIONS

• Co-leads and develops the grants management team, setting timelines and quality standards and ensuring adherence to University and sponsor requirements. Oversees risk identification and mitigation (staffing, infrastructure, timelines); directs renewals of large, complex awards; and oversees negotiation and execution of cross-institutional agreements (subawards, consulting agreements, MTAs/DUAs, data-use, and other research contracts) in coordination with ORPA/ORACS and external partners. Ensures compliance with sponsor and institutional policies (e.g., NIH Public Access), coordinates with IRB and compliance offices to resolve issues, monitors portfolio metrics, streamlines processes, and coaches staff for continuous improvement.
• Serves as liaison among faculty, funding agencies, internal offices, and external partners to facilitate communication, negotiate agreements, and clarify guidelines. Maintains a proposal database, provides updates to leadership on grant activity, and assists with strategic planning. Provides training and guidance to faculty and staff on research administration processes and compliance requirements.
• 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.
• Ensure pre- and post-award compliance with appropriate human resources and payroll, effort reporting, and visa requirements. Stays updated with University policies on hiring, pay rates, benefits, overseas and out of state hiring issues. Works with departmental leadership to reduce duplicative efforts, consolidation of processes, streamlined review, and compliance with institutional policies and procedures.
• Assists with selecting and supervising grants and contracts team. Provides training and development and evaluates performance in day-to-day activities. Provides new hire orientation for grants and contracts team.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 5 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 grants preferred
• Experience in and knowledge of IORA (Int