Grants & Contracts Specialist III (Pre & Post-Award) at University of Pittsburgh – Pittsburgh, Pennsylvania

Grants & Contracts Specialist III (Pre & Post-Award)

Med-Immunology - Pennsylvania-Pittsburgh - (26002392)

The Department of Immunology is seeking to hire a Full-Time Grants & Contracts Specialist III: Pre & Post Award Position. Incumbent manages a portion of the $20m Research Grant Portfolio. This position will perform complex pre & post award accounting for complex grants and will work alongside 2 existing Grants Managers who will support & mentor this incumbant. Requires the appropriate application of a broad knowledge of principles, practices, & procedures in research accounting, pre & post-award administration. Educates faculty in fundamentals of applying for sponsored research funding. Fiscal oversight of over $4M in current external research funding. Interprets fiscal rules & regulations for all Dept grant applications (pre-award). Will also perform Admin Support responsibilities as detailed in the Job Details below.

Prepares & executes complex grant financial statements, cost studies, & financial analysis of direct, indirect revenue, & salary projections. Direct oversight for approximately 20-25 sponsored research accounts including a T32 grant. Interpretation of agency guidelines on expenditures, university monitoring procedures, application of federal cost accounting principles, etc. Pre-Award: Guides & assists faculty with new & continuing research proposals (i.e. prepare new budgets). This involves reading often lengthy sponsor policies and procedures and interpreting information to faculty. Faculty must be educated on allowable & unallowable costs, in particular with NIH contracts & grant funding from foundations and institutions with very restrictive expense policies. We estimate the submission of 3-6 grants and contracts applications per month. Charges are reviewed for allowability and allocability. Effort reporting is monitored for compliance with federal regulations. Monitors & forecasts faculty’s discretionary accounts. Analyzes and interprets Monthly Financial Statements and communicates results to the faculty and Dept Admin (updates) for all research and discretionary accounts. Oversees the reconciliation of these financial statements to monthly University GL reports; data entry of commitments and reconciliation of actual expenses using Excel. Oversees the preparation of corrective and other journal entries, as well as budget modification forms. Monitors grants from an overall standpoint from time of submission to closing. Reviews and approves financial close out reports for research accounts ensuring all necessary supporting documentation and proper applicability of all trailing costs.

This position assumes complete management of a T32 Grant. This oversight and management includes fiscal set up and management, sending appointment letters to trainees, setting up appointments and terminations via NIH xTrain, working with Trainee departments to set up appointments according to Pitt policies, approving travel and trainee expenses reimbursements, and being a contact for trainees and their mentors.

Provides forecasting information to Dept Admin for planning and budgeting purposes. Monitors each faculty’s portfolio and provides run rates and funding forecasting to faculty, Dept Admin and Chair as needed.

Job Summary

Performs pre- and post-award accounting duties for complex grants and contracts. Prepares, negotiates, and monitors grants, contracts, and budgets. Maintains award-related schedules, prepares complex government applications and reports, and interprets policy and procedure. Monitors account activity, performs internal audits, resolves complex issues, and reviews routine financial documents. Develops and implements accounting techniques and procedures for operational improvements and assists with managing special projects and preparing operating budgets.

Essential Functions

1. Perform PreAward for a Portion of our $20m Research Grant Portfolio.

2. Provide Fiscal oversight of over $4M in current external research funding.

3. Perform Administrative Support responsibilities.

4. Assumes complete management of a T32 Grant.

Physical Effort

Minimal

Assignment Category: Full-time regular

Job Classification: Staff.Grants & Contracts Specialist III (Pre & Post-Award)

Job Family: Research

Job Sub Family: Grants & Contracts

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 2

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Additional details about Required Licensure/Certification: Admin Duties: Serve as the Office Admin for assigned faculty & their labs. Maintain budget expenses & approve financial transactions for a Dept Research seminars, faculty mtgs. Process Travel Reimbursements in Concur. Plan & arrange faculty mtg & assist w/Dept Retreat. Prepare travel & mtg arrangements for seminar spkrs. Generate & release mtg minutes. Sched & maintain complex calendars. Assist w/HR Responsibilities. Greet & escort visiting guests for mtgs/seminars & Other Duties as assigned.

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m.

Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range: $48,734 to $81,237 Annual

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume

Optional Documents: Cover Letter