Grants Assistant

Salary/Position Classification

• $41,500 Depending on experience, annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

Are you looking for an exciting career in a position that has a variety of job duties, flexibility and responsibility in a fun and productive work environment? Do you want to be a part of a transformational team moving post-award grants and contracts to the next level? If yes, Grants & Contracts Accounting is looking for you! We are looking for a highly motivated team player who can help us excel in customer service.

Reporting to the Senior Grants Accountant and working closely with the Grants Officers, this position provides the opportunity to learn research administration from the ground up. Additionally, the position will work collaboratively with departments and faculty across campus to provide support in the administration of federal and non-federal grants.

This position will support Grants Officers in the financial management and administration of sponsored research, service and instructional programs in accordance with federal and non-federal sponsor requirements and University policies and procedures. The Grants Manager will work with Grants Officers to accomplish tasks related to post-award grant and contract accounting. The duties of this position may include but are not limited to assisting Grants Officers with 1) post-award management of grants, contracts and subcontracts; 2) assist faculty and departmental staff to ensure financial compliance and proper accounting of externally sponsored funds; and 3) financial reporting, cost transfer reviews, award closeouts, cash management, sponsor invoicing, effort reporting, audits and review.

This is a hybrid position with a requirement to be in the office at least one day a week, more often when necessary.

Duties & Responsibilities

• Award Setup and Award Closeout
  • Review proposal and agreement for terms and conditions including but not limited to award type; budgetary restrictions; reporting and invoicing requirements; effort, cost share or other forms of commitment.
  • Assist Grants Officers with award set-up in the PeopleSoft grants module.
  • Upload award documentation to Perceptive Content.
  • Assist Grants Officers in communicating and collaborating with pre-award staff as needed.
  • Review grants module queries to identify set up errors and correct in financial system as needed.
  • Assist Grants Officers with preparation of final invoices and financial report, invention, property or equipment reports
  • Assist Grants Officers with Award Closeout in the PeopleSoft Grants Module.
• Administration of Grant and Contract Accounting
  • Provide guidance to faculty and departmental staff by providing training on how to run grant expenditure reports and queries in the PeopleSoft grants module.
  • Assist departments with financial and other sponsored reporting by collecting final invoices from subrecipients, assist Grants Officer with identifying and reviewing expenses posting outside the project period of performance, request cost share commitment information from departments, when necessary.
  • Work with Principal Investigators and departmental staff as necessary to identify under or overspending, or unusual activity, and advise the Grants Officer if communication to sponsor is necessary.
  • Assist Grants Officer with financial reporting, cost transfer reviews, sponsor invoicing and cash management, and award closeouts.
• Administrative and Financial tasks
  • FFATA reporting of first tier sub-awards in FSRS.
  • Record deposits in the financial system for all sponsor payments received.
  • Update the Accounts Receivable spreadsheet, with input from Grants Officers
  • Maintain minor inventory list, order supplies, triage calls from the main phone line.
  • Other duties as assigned.
• Assist Grants Officers with invoicing
  • Work with departments to collect documentation required to be submitted with invoices to sponsor.
  • Run queries to assist with monthly LOC draws.

Required Competencies

• Strong analytical, technical, interpersonal, and organizational skills
• Ability to think and work independently as well as part of a team
• Ability to work within strict time constraints and manage multiple tasks at the same time
• Excellent communication skills both written and verbal, with demonstrated organizational skills
• Exceptional attention to detail, well-developed analytical and problem-solving skills and demonstrated superior customer service
• Ability to work well under pressure without sacrificing accuracy or customer service, handle a complex portfolio of work in a multi-tasking environment, work effectively as part of a team and support colleagues
• Experience in Microsoft Excel
• Experience with Microsoft Office Suite

Minimum Requirements

• Associate’s Degree in Accounting or Business Administration emphasis in accounting
• 2 years directly related experience
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• Experience working with federal related to the conduct of research
• Experience with budget proposals to Federal awarding agencies
• Knowledge of GAAP (Generally Accepted Accounting Principles)
• PeopleSoft Grants Module Experience
• Previous work experience in the not-for-profit environment

To Apply

submit a resume and cover letter detailing how you meet each requirement.

Administrative Assistant

Chief of Staff - Internal Only

Proposal Development Officer