Job ID: BH408228
Category: Administrative Assistant
Specialty: Accounting & Finance
3 months (will likely extend/convert to higher position)
Under the direction of the Director of Sponsored Projects, the incumbent assists with pre- and post-award activities for research and service projects at the University School of Social Work. The Grants Assistant will work closely with other OSP staff and school PIs to ensure compliance with sponsor and institutional regulations and policies.
Characteristic Duties and Responsibilities:
The Offices of Sponsored Projects supports research and other sponsored projects, and facilitates critical connections among people, resources, and opportunities to move toward an anti-racist research environment. Under the direction of the Director of Sponsored Projects, the Grants Assistant is responsible for a broad range of pre- and post-award activities. This includes projects with all types of funding – government, foundation, contracts, gifts, institutional, and others.
- Manage the pre-award activities of sponsored projects. (30%)
- Work closely with OSP staff to support PIs and their staff in the development, review, analysis, and submission of grant proposals and budgets (including renewals, subcontracts and other types of proposals).
- Review all new awards and communicate essential terms of the award to PIs and faculty. Assure that proposed budget is revised if necessary based on NGA. Provide project set-up documents to SPA in order to establish project account for spending and confirm that projects are set up correctly.
- Document proposals submitted and ongoing status
- Manage the post-award activities of sponsored projects. (50%)
- Work closely with the OSP team on overall financial management of projects. Ensure accuracy and validity of charges to project accounts including reconciling internal spreadsheets with various central university financial reports.
Investigate and resolve discrepancies with school and university offices.
- Prepare supporting financial summaries and other information needed for the quarterly meetings with each research project.
- Review expenses submitted for payment and ensure fund authorizations are consistent with approved budgets and with sponsor and University policies and regulations. Anticipate the impact of expenses on overall project budget and notify the Director of any concerns.
- Assist with the development and ongoing review of fiscal year budgets for all projects.
- Facilitate access to resources and information. (10%)
- Provide overall guidance to PIs and research staff regarding research projects. Support educational efforts regarding new developments in policies and procedures. Foster a community of collaboration and information sharing with research administrators within the School. Serve as a resource referral to/from sponsors and the University.
- Create and maintain comprehensive, accurate and up-to-date files, records and systems of information related to proposals, awards and other projects.
- Assist with annual effort reporting & certification process by working closely with faculty and research scientists to review their effort cards; ensure compliance with conflict of interest requirements and and other compliance reporting mechanisms. (5%)
- Perform other related duties as assigned. (5%)
The Grants Assistant receives direct supervision from the Director of Sponsored Projects. S/he must be a self-motivated leader capable of exercising sound judgment, prioritizing workload, and making informed, independent decisions.
Responsibility for Budget/Assets:
Prepare budgets and financial summaries. The Grants Assistant will ensure that fund authorizations are consistent with sponsor and University policies and regulations.
Must have 3-5 years of professional work experience.
Must be highly organized, detail-oriented, and able to acquire and apply knowledge quickly.
Strong analytical and quantitative skills, and demonstrated experience in exercising independent judgment and decision-making are essential.
Must be skilled at building and maintaining relationships; ability to exercise tact, discretion and judgment in sensitive and confidential matters is required.
Candidate must be a skilled problem solver who can prioritize and successfully meet competing deadlines and work well under pressure.
Excellent writing and communication skills are required, as well as strong working knowledge of Excel.
Understanding of grants management administration and an in-depth knowledge of grants management accounting is preferred.
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