Grants Management Specialist

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):

220 Hutchison Rd, Rochester, New York, United States of America, 14620

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400010 Neuroscience

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$56,500.00 - $79,100.00

Responsibilities:

Provides professional-level support in the coordination of departmental programs and sponsored research activities, with moderate independence and decision-making authority. Assists in developing and implementing program policies and procedures; monitors program operations to ensure alignment with established goals; and facilitates communication with internal and external stakeholders. Supports planning and evaluation activities, including data collection, outcome analysis, and reporting. Contributes to the development of training and outreach materials and collaborates with institutional resources as needed. Manages pre- and post-award processes for research and programmatic grants, including budget preparation, account setup, expenditure monitoring, and financial reporting, in compliance with University, sponsor, and federal regulations. The focus of these tasks is on the Golisano Intellectual and Developmental Institute.

ESSENTIAL FUNCTIONS

Pre & Post Award Grant Activities: Supports faculty in the Department of Neuroscience (DON) and the Golisano IDD Institute (GIDDI) in the preparation, review, and submission of complex grant proposals. Develops and monitors budgets, ensures compliance with sponsor and institutional policies, and serves as a liaison with the Office of Research and Project Administration (ORPA). Oversees grant accounts post-award, including progress report tracking, expense reconciliation, and reporting, ensuring timely and accurate submission of required documentation.

Financial Management: Reconciles and performs high level, in-depth analyses and reconciliation of accounts, including monthly analysis of salary and non-salary expenses, utilizing UR Financials, COGNOS, myURHR, URGEMS, and other tools. Prepares and reviews monthly accounting reports with senior administrator and Principal Investigators. Monitors accounts for appropriateness of charges. Meets monthly, with management and PIs and reviews current spending and forecast projections based on spending trends.

Policy Compliance: Applies knowledge of NIH and other federal funding agency policies, with a focus on research related to neuroscience and developmental disabilities. Ensures that research and program activities adhere to applicable compliance standards. Monitors changes in institutional and sponsor guidelines and advises investigators and staff accordingly.

Program Coordination & Administration: Coordinates operations and special initiatives within the Department of Neuroscience and GIDDI. Supports leadership in implementing program strategies, evaluating outcomes, and aligning day-to-day activities with institutional goals. Plans and organizes meetings, retreats, and collaborative events across departments and institutes. Maintains documentation and workflows to support smooth program execution.

Data & Program Analysis: Collects, analyzes, and synthesizes data to assess the effectiveness of department- and institute-level programs. Prepares narrative and financial reports, impact summaries, and stakeholder updates. Utilizes feedback and outcome data to inform continuous improvement efforts and strategic planning.

Stakeholder Support and Consultation: Serves as a key administrative resource to faculty, trainees, and collaborators.  Provides guidance on grant and program procedures, internal systems, and policy interpretation. Offers onboarding and informal training to new investigators and lab personnel as needed.

Space & Equipment Inventory Management: Maintain GIDDI equipment inventory and space inventory using URSpace.  Input data and run reports in department-based databases, such as Excel. Track equipment and personnel locations for annual reporting. Maintains capital equipment tagging process. 

Meeting Attendance: Attends research related user groups and administrative meetings, such as CLASP (Continuous Learning for Administrators of Sponsored Programs) certified through the U of R and attends monthly meetings to retain certification.  Participates in IORA, BETR, P2P, DON and GIDDI meetings, to improve organizational capacity and support skill development, new and ongoing processes .

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 2 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Experience with NIH grants or other regulatory agency administration, both pre- and post-award reporting and handling of federal research grants required
• Experience in and knowledge of IORA (Integrated Online Research Administration) and federal grant application platforms (e.g. ASSIST) required
• Excellent skills in the use of computer software, such as Microsoft Office products, Adobe, the Internet, as well as other University systems (preferred)
• Excellent communication and interpersonal skills; ability to handle multiple priorities; outstanding organizational skills. 

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.