Grant & Contract Specialist III- Hybrid

Overview

SUMMARY OF POSITION :

Under the general direction of the Sr. Department Administrator, or designee, the Grant and Contract Specialist III is responsible for performing diversified and complex administrative, financial, and pre- and post-award budgetary functions in support of departmental activities, to include both responsibilities for both restricted and unrestricted departmental funds.

The Grant and Contract Specialist III will display a high degree of initiative and independent judgment and collaborate closely with laboratory leadership to continually assess and direct a wide range of issues including research program operations, personnel management, regulatory, quality improvement, long range financial planning.

Responsibilities

ESSENTIAL FUNCTIONS :

Lead effort in management of all pre-award administration, to include, but not limited to, advising Sr. administrator and PI of sponsor guidelines, participation in application assembly, budget preparation, faculty guidance, e-submission processes, UMMS required paperwork, etc.

and other administrative requirements for the submission of all federal and non-federal grants and contracts

• Working knowledge of NIH and other federal, state and foundation regulations and requirements.
• Identifies, proposes and implements creative solutions to potential fiscal issues.
• Develop and manage the division's annual budget and report variances and recommend corrective action. Provide high level fiscal analysis on forecasts as needed
• Verify that funds are available for all equipment, personnel and major purchases. Assure compliance with federal purchase and contract requirements.
• Coordinate with central grant accounting and department staff on deposits, electronic transfers and cost transfers to funds / contracts
• Manage division(s) funding sources by monitoring revenue and expenditure activity
• Represent the department at administrative meetings within and outside of the Medical School applicable with their assigned divisions.
• Develop, lead and train junior staff which include (administrative assistants, financial assistants, and lower level grants and contracts specialists)
• Serve on Institutional committees established to improve school operations and system implementations
• Assist in determining space and facility needs for the unit faculty
• Advise faculty and staff on compensation and benefit policies and procedures
• Monitor regulatory and compliance requirements for all sponsored research activity, keeping detailed files and a tracking mechanism for annual renewals.

Inform Sr. administrator of variances

• Assist in analytical studies of existing or proposed clinical trials to provide the economic basis for management decisions to improve operational / financial performance and to realize productivity improvements
• Monitor all clinical trial funding sources for assigned divisions by tracking revenue and expenditure activity and monitoring of trial milestones, identify variances and assist in resolving account variances
• Monitor contracts, extensions, and amendments with outside vendors, private agencies, and consultants in conjunction with Purchasing and legal offices;

monitor the contracts for cost effectiveness and quality performance standards

Prepare data for financial reports, budgets, budget and research fund reconciliations, forecasting, analysis, and ad-hoc reports for Sr Administrator and PI s as needed.

Perform analysis of data as required

Work with the Sr. Administrator, principal investigators, and staff to resolve problems and to optimize the use of funds as required;

finalize all expenditure activity of expired grants; deposit checks to any income and service fund accounts

Manage all phases of post-award grants and contracts administration, to include monitoring budgets, expenses, and recovered overhead.

Advise Sr. Administrator and PI of reporting requirements

• Assist faculty in finding possible funding opportunities
• Monitor post-award activities to ensure adherence to sponsor guidelines and all reporting requirements are met. Inform Sr.

Administrator and PI on budget variances

• Oversee changes to award budgets and the submission of the necessary paperwork for approval of such actions
• Prepare reports for federal and sponsoring agencies
• Assist and participate with Grant Accounting in award termination process to close-out accounts. Notify Sr. Administrator and PI of final status
• Monitor operating expenses, prepare monthly variance-to-budget reports, Departmental voluntary and mandatory cost sharing, and advise the Administrator on reconciliation actions
• Oversees fiscal functions of Administrative Assistants within their assigned divisions ( procard oversight, travel requests from multiple PIs and staff and oversee the processing of consultant agreements, travel vouchers, purchase orders, reallocation of expenditures, and other expenses
• Oversee and responsible for Effort certification for faculty
• Responsible for the process of initiating and submitting payroll personnel action forms related to transfers, funding changes etc.

Audit the accuracy of employee payroll data

• Provide great customer service
• Perform other duties as assigned.

Qualifications

REQUIRED QUALIFICATIONS :

• Bachelor’s degree in Business Administration, Finance, or Accounting, or equivalent experience (In school)
• 5-7 years of relevant job experience, or equivalent, preferably in an academic environment.
• Demonstrated ability to analyze and interpret financial documents, such as system reports, at both account and summary levels
• Demonstrated research administration experience with pre and post award emphasis.
• Proficiency with Microsoft Office applications (Word, Excel, Access and, PowerPoint), or similar software applications.

Knowledge of enterprise financial products

• Excellent interpersonal skills (verbal and written) needed to present and communicate effectively with all levels of management
• Proficiency and experience with a Grants Management system
• Detail-oriented & analytic problem-solver
• Excellent organizational and electronic document management skills
• Ability to prioritize and manage multiple deadlines
• Excellent people skills and relationship management
• Good communication skills across multiple levels of the organization.
• An enthusiasm for working in a multicultural, multi-ethnic setting.
• Ability to maintain extensive electronic document and e-mail files which are department property.
• Demonstrated ability to be organized and flexible in an environment which requires continuous monitoring of priorities.
• Exceptional attention to detail and confidentiality.
• Highly goal oriented, self-motivated, and team player

Additional Information

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