Grants and Contracts Coordinator

Overview

Overview: The Institute of Human Development and Social Change (IHDSC) is the largest interdisciplinary research center on NYU’s Washington Square Campus with a portfolio of over $50 million in active federally- and privately-funded research grants. IHDSC brings together faculty from the social, behavioral, and health sciences to examine how complex social forces such as globalization, technology, and immigration affect human development. The Institute is a joint initiative of the Steinhardt School of Culture, Education, and Human Development, the Wagner School of Public Service, the College of Arts and Sciences, and the Office of the Provost.

Position Summary: IHDSC seeks a full-time staff member to provide post-award grants management support for the Institute’s $50M sponsored research portfolio. This individual serves as the primary liaison to several key operational units across the University (e.g., Accounts Payable, Procurement, IT, etc.) and acts as the first line of defense to ensure that spending on IHDSC sponsored projects complies with University policies/procedures and applicable federal/private foundation guidelines. The position will also provide financial management support for a doctoral training grant funded by the Institute of Education Sciences.

Essential Functions:

Operational Support (70%)

Under the supervision of the Senior Manager of Research Administration, perform the post-award functions of the Institute to ensure compliance with institutional, departmental and sponsor policies and procedures:

Contracts and Subaward Management

• Subawards/Consulting Agreements – Serve as a liaison between research staff, vendors, and the NYU Contract Office to issue subawards to collaborating institutions.
• Prepare and issue independent contractor agreements to vendors via the Total Contract Manager (TCM) system. Liaise with NYU central offices and consultants to ensure compliance with institutional policies related to engaging independent contractors

Financial Administration, Procurement, and Accounts Payable 

• Regularly oversee project budgets and monitor expenses to ensure correct posting and process cost transfer and journal entries to resolve mispostings.
• Log expenses against shadow budgets and maintain files of expense supporting documentation.
• Purchase lab supplies and services for faculty and research staff. 
• Liaise with vendors to enroll them in NYU’s procurement system (i-Buy), submit bid waivers, generate purchase orders, facilitate vendor payments, and process purchase order closeouts.
• Review/approve requests for research materials, equipment, technology, and services through University procurement systems. Respond to general inquiries from vendors. 
• Reconcile and document center purchases in compliance with NYU policies/procedures
• Review/approve business expense reimbursements via the university AP Workflow System.

Financial Management, IES PIRT (15%)

Provide financial management support for the $4.6M Institute of Education Sciences-funded Predoctoral Interdisciplinary Research Training (IES-PIRT) program, which provides doctoral students with the content knowledge, methodological expertise, and technical skills to become outstanding researchers in education science.

• Oversee the IES-PIRT budget, ensuring compliance with award terms and conditions. Track and reconcile project expenses monthly against shadow systems, perform variance analyses, and calculate burn rates
• Report project expenses to IES-PIRT leadership. Provide budget projections and assemble/summarize financial data for leadership’s decision-making purposes.
• Develop and refine budgeting tools/systems for accurate budget development and ongoing management, analysis, and monitoring.
• Assist the IES-PIRT Manager and Co-Directors with all financial components of the IES Annual Performance Report and ad hoc reports to IES and NYU.

Training and Special Projects (15%)

• Maintain post-award trackers, assist the Senior Manager of Research Administration with quarterly payments and spending reports.
• Train research staff on the performance of various administrative actions through University systems. Assist research staff in navigating, troubleshooting, and resolving administrative challenges with NYU’s Central Offices.
• Interpret NYU policies and procedures and advise faculty, research staff, and students on their application. 
• Assist IHDSC’s pre- and post-award teams with special projects as needed during periods of peak activity, including helping to assemble materials/data for upcoming proposals and reports.
• Perform other job-related duties and assist with special projects as assigned.

Qualifications

B.A. required; M.A. preferred. Minimum two years’ office administration experience is essential, preferably within an academic setting. Skilled in the use of Microsoft Excel with prior experience managing complex budgets. Familiarity with grants administration is not required, but a desire to learn is critical. Strong organizational ability with keen attention to detail. Excellent communication and interpersonal skills with a customer service orientation. Highly responsive. Flexible and able to routinely juggle competing priorities. Able to interact effectively and diplomatically with colleagues across all levels of the organization.

Application Instructions

The review of applicants will begin immediately. For full consideration, please send a cover letter, resume, and list three contact references via Interfolio as soon as possible.