Sr Grants & Contracts Administrator

About the role

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: 120 Trustee Rd, Rochester, New York, 14627. Department: Biology (210510). Work Shift: UR - Day. Scheduled Weekly Hours: 40. Employment Type: Regular Full‑time.

Responsibilities

• Financial oversight (40%): Coordinates progress reports for all grants to ensure timely submission and adherence to deadlines; coordinates 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; administers and handles logistics for organizing Pilot grants, advertising, application submissions, & study section reviews; manages Pilot grant competitions, including soliciting peer reviewers, organizing review meetings, notifying applicants, & ensuring 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.
• Project management (30%): 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, & promoting joint planning & evaluation activities.
• Conferences & events (20%): 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.
• Other duties (10%): Performs other duties as assigned.

Qualifications

• 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.

Skills

• Advanced knowledge of data management preferred.
• Strong knowledge of Microsoft Suite (Word, Excel, Outlook), FileMaker Pro, and comfort