Grants and Contracts Administrator, Dept. of Physics

Overview

Occupational Summary

Performs pre-award and/or post-award activities for the faculty and students of the High Energy Physics Group, Nuclear Theory Group, and other PIs as assigned. Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published timetables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.

This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

Pre-Award Management - 40%

• Manager assigned projects and financial project portfolios.
• Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
• Advise the PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.
• Review sponsored projects through SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures.

Post-Award Management - 30%

• Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.
• Develop project management plan for review by the PI or senior level grants administrator.
• May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
• Manage budget, reporting, and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
• Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made.
• Identify the need for cost transfers from budget reconciliation; submit cost transfers.
• As requirements change, prepare and submit requests for re-budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.

Reporting and Compliance - 30%

• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional documents retention guidelines.
• Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institution's check handling process.
• Interpret departmental policies and procedures, make decisions on specific operating problems, and issue instructions on behalf of Physics.
• Manage overdrafts in line with unit procedures and institution guidance.
• Ensure proper recording of revenue associated with all studies; apply revenue management standards.
• Closeout all funded projects consistent with university process and timelines.
• Apply federal and university rules to management of effort allocation appropriately for  individuals compensated whole or in part from federal awards
• Submits reports to the Business Manager when requested

Supervisory Responsibilities: May supervise grants and contracts assistants and support personnel.