Sr Grants Management Spec

Job Location: Remote Work - New York, Albany, New York, United States of America

Worker Subtype: Regular Time | Full time | Scheduled Weekly Hours: 40

Compensation Range: $70,197.00 - $105,295.00. Individual annual salaries will be set within the job’s compensation range, considering factors including market data, education, experience, qualifications, expertise, and internal equity.

About the Role

The Director of Grant Financial Management serves as the senior financial professional on the Regional Grants Management Team, reporting to the Senior Director of Business Development. The Director focuses on planning, directing, and evaluating budgeting, financial management, and business plan development related to grant activities that support the strategic plans of UR Medicine and its affiliates. This role also involves mentoring financial professionals in departments and affiliates who are new to grant financing.

Responsibilities

• Grant Administration & Financial Operations:
  • Collaborate with the Sr. Director on the selection and development of grant opportunities, loans, or other financial arrangements supporting UR Medicine and affiliates.
  • Lead the development of capital and operating budgets, budget justifications, narratives, and additional financial documentation for grant applications, partnering with finance teams at Strong Memorial Hospital, affiliate hospitals, UR Medical Faculty Group practices, FQHCs, and other community partners.
  • Provide initial financial management support on grant awards until a dedicated financial manager is identified or trained.
  • Hire and manage a team of accountants supporting grants within the Regional Business Development Department as grant funding expands.
  • Oversee quarterly and annual financial reporting on all grants in compliance with state, federal, and UR policies, including submitting timely budget modifications and extension requests.
  • Collaborate with ORPA on auditing new financial partners, developing subcontracts (budget and scope of work), advising subcontractors on budget development, and monitoring their timely submission of invoices and financial reports.
  • Collaborate with procurement on developing appropriate vendor contracts.
  • Advise and support departments in budgeting for unfunded personnel costs, data management, publication costs, and other areas that may be overlooked.
• Leadership and Compliance Management:
  • Work with Affiliate CEOs, CFOs, URMFG Principal Investigators, Division Chiefs, and Administrators on hiring, coaching, development, and management of grant budgets and financial management staff to ensure successful grant applications and optimal financial management.
  • Foster accountability and recognition for teamwork through effective communication with direct and indirect reports to set priorities and ensure successful completion of work.
  • Ensure compliance with institutional policies for departments or hospitals awarded grants, including Post Award Workbooks, Effort Reporting, Progress Reports, and Quarterly & Final Financial Reports.
  • Oversee grant accounting in the WorkDay system for grants under Regional Administration.
  • Stay updated with university, NYS, and federal grant regulations, disseminating and implementing policies within the department to ensure compliance.
  • Manage and create processes to meet sponsor proposal and reporting deadlines, implementing best practices for efficiency and effectiveness.
  • Hire, train, and manage performance for the Regional Grants Financial Management team, including annual evaluations, and provide input to collaborating department leaders.
• Pre-Award Portfolio Management:
  • Prepare sponsored project budgets and financial models, coordinating all components of the submission process for subcontractor agreements and vendor contracts.
  • Advise principal investigators on appropriate budget submissions and enter final budgets into iORA or other grant systems.
  • Review Notice of Funding Opportunities and advise PIs and URMC leadership on financial risks.
  • Prepare and submit financial proposal packages to the Office of Research and Project Administration (ORPA).
  • Negotiate budgets with subcontractors and coordinate pre-award risk assessments with potential partners and ORACS as needed.
  • Serve as liaison to executive sponsors and University offices involved in sponsored funding, including URMC Executive Team, Affiliate Executive Teams, ORACS, RSRB, and others.
• Post-Award Portfolio Management:
  • Establish a foundation for successful grant financial management with every new grant through functions outlined in this section.
  • Transition financial management to hospital/department-dedicated financial managers when appropriate, continuing to oversee and advise new hires as they develop competency.
  • Review Notices of Award for accuracy and project impacts.
  • Ensure fiscal controls directly (assigned grants) and indirectly (department grants) by overseeing the implementation of funder revenue and expense guidelines.
  • Design, implement, and maintain financial reports and spreadsheets, advising Principal Investigators on budget development and management, approving staffing allocations, understanding project modifications, and complying with NYS and federal regulations.
  • Manage invoicing of funders/sponsors, resolve invoicing and ledger discrepancies, develop and oversee subcontract financial performance, and administer other financial transactions pertinent to project success.
  • Work closely with PIs to ensure complete and appropriate spending of grant funds in a timely manner.
  • Draft financial sections of Progress Reports, Final Financial Reports, Continuation Requests, Funding Reallocation Requests, and other financial communications with funders.
• Strategic Planning & Implementation:
  • Work with the Sr. Director of Business Development, Regional Executive Team, and Affiliate or Department leadership in developing and executing URMC’s strategic initiatives involving external funding.
  • Develop an understanding of unfunded strategic initiatives and identify potential funding opportunities with URMC and Affiliate leadership.
  • Make recommendations, prepare correspondence, analyses, and reports in support of strategic planning and problem resolution.
  • Participate in committees and discussion forums internal and external to the department to stay informed about the grant landscape.
• Reporting and Communications:
  • Collect, analyze, and report overall program performance statistics on the grant portfolio to the Sr. Director of Business Development and Regional Executive Team.
  • Provide analytic reporting and communication on the fiscal management of regional grants, including projected surpluses/deficits, changes in faculty or staff support, and potential funding shortfalls.
  • Analyze and identify trends related to sponsored program funding, including the ability of indirect costs to cover the regional grant funding program.
  • Collaborate with other departments to maximize the use of financial management resources across the system to enhance funding opportunities.
  • Represent PIs or the Regional Executive Team to outside organizations, internal departments, and interested parties involved in active and pending grant programs.

Requirements

• Bachelor’s degree and 5 years of relevant experience, including at least 2 years at a managerial level required.
• Master’s degree, equivalent coursework, or specialized experience in a related field is desirable.
• CPA or bachelor’s degree in accounting preferred.
• 3-5 years of experience with grants management in an academic medical setting required.
• Experience in financial accounting of both capital and operating grants preferred.
• Experience with Workday, Axiom, HRSA Electronic Handbook preferred.
• Experience with UR IORA (Integrated Online Research Administration), Grants.gov, NYS SFS, and other grant submission portals required.
• Strong interpersonal, presentation, and written/oral communication skills required.
• Strong analytical skills, problem-solving ability, and the ability to work both independently and collaboratively within or leading a team required.
• Strong organizational skills, attention to detail, and the ability to manage multiple projects and priorities required.
• Proficiency in MS Office suite, particularly Excel, required.
• Must achieve and maintain CLASP Certification within 1 year.