Sr Grants & Contracts Administrator

001 University of Rochester; Hutchison (VA); On-site; USD 71,000 - 106,000; Full time

Job summary

The University of Rochester is hiring a P30 Administrator to oversee the finances for the Gorbunova and Seluanov laboratories and the Nathan Shock Center. You will manage multi-million-dollar grants, budgets, and reporting across PIs and sites, ensuring NIH/NIA compliance and timely submittals.

This role emphasizes financial oversight, project coordination, and event planning for conferences and advisory boards, with strong emphasis on collaboration and accuracy across departments.

Qualifications

• Bachelor's degree and 5 years of relevant experience required or equivalent combination of education and experience.
• Experience in academic department/university accounting is desirable.
• Strong accounting skills and familiarity with NIH/NIA guidelines preferred.

Responsibilities

• Oversee finances for multiple labs and grants (P30, P01s, R01s).
• Coordinate reporting and grant administration across departments.
• Manage Pilot grant processes, budgeting, and compliance.

Skills

Financial oversight

Grant administration

Data management

Communication

Project coordination

Education

Bachelor's degree in finance/accounting or related field

Tools

Workday

IORA

FileMaker Pro

Excel

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): 120 Trustee Rd, Rochester, New York, United States of America, 14627 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 210510 Biology 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:

Position will oversee the finances for the Gorbunova and Seluanov laboratories at the University of Rochester. These laboratories are quite large and deal with multi-million-dollar grants and projects. Position will handle finances for the *Nathan Shock Center as well as finances for the labs, encompassing P30, P01s, R01s, the ARPA-H and multiple other grants. Position will entail interfacing and managing projects for several collaborative divisions and departments at the University as well as other colleges and universities nationwide. (*The Nathan Shock Center is an NIA-funded P30 Center grant that has its specific objectives in basic aging research, & must report to NIA on its specific aims. In essence, the P30 Administrator is a central figure in supporting & advancing the research goals of an NIH P30 Core Center, ensuring that it operates efficiently, effectively, & in compliance with all relevant guidelines & regulations. The position will provide financial oversight & administrative support to the Center director & will organize all finances & events.)

ESSENTIAL FUNCTIONS

40% - Financial oversight

• Coordinates progress reports for all grants to ensure timely submission and adherence to deadlines.
• Will coordinate between multiple PIs and performance sites.
• Reviews & monitors financial activities to ensure compliance with NIH/NIA guidelines & regulations.
• Prepares progress reports for the NIH & NIA.
• Administrates and handles the logistics for organizing Pilot grants, advertising, application submissions, & study section reviews.
• Manages Pilot grant competitions, which includes soliciting peer reviewers, organizing review meetings, notifying applicants, & later when award is made, insuring compliance with NIA rules.
• Assists with new applications.
• Assists with budget preparation & grant administration.
• Formulates & prepares budgets, manages grant funds, & ensures compliance with financial regulations.
• Analyzes & recommends changes as needed.
• Compiles, analyzes, & reconciles sponsored research grant ledgers monthly.
• Initiates investigation & takes corrective action when discrepancies, significant problems, or patterns occur.
• Submits cost reallocations as needed.
• Reviews Notice of Awards (NOA), sets up & maintains new accounts.
• Projects expenditures required for annual reports to funding agencies.
• Works with the Office of Research Accounting & Costing Standards (ORACS) on annual & end-of-project financial reports used to close out grants.
• Guides faculty through the grant application process.
• Researches individual application requirements & parameter specifications.
• Communicates with ORPA & PIs regarding guideline compliance & interpretation.
• Reviews, appraises & edits applications for errors.
• Coordinates submission with PIs & ORPA.
• Solicits additional documentation where collaborations are involved.

30% - Project management

• Acts as a liaison between the center & other departments, institutions, community groups, & agencies, coordinating programs & services.
• Ensures interaction & collaboration among scientists, fostering a cooperative research environment, and promoting joint planning & evaluation activities.

20% - Conferences & events

• Organizes annual and quarterly conferences for the P30, P01, and ARPA-H.
• Handles all scheduling, travel, and logistics.
• Organizes annual retreats & advisory board meetings.
• Handles travel for laboratory members, PIs, visitors, and others as needed.
• Manages reimbursements and expenses.

10% - Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

Bachelor's degree and 5 years of relevant experience required Or equivalent combination of education and experience 3-5 years’ experience in academic department/university accounting desired.

KNOWLEDGE, SKILLS AND ABILITIES

Position calls for advanced knowledge of data management preferred. Must possess strong knowledge of Microsoft Suite (Word, Excel, Outlook), FileMaker Pro and be comfortable working within web-based systems preferred. Must also be familiar with accounting software such as Workday and IORA preferred. Ideal candidate will have excellent accounting skills preferred. Strong interpersonal, written and verbal communication skills, and analytical skills are essential; preferred. Position calls for professionalism, confidentiality, tact, diplomacy, and organization 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.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better - Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.

Learn. Discover. Heal. Create. Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries- always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better - Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.