Grant Administrator - Post Award

Embry-Riddle Aeronautical University
Florida, United States
Salary Not Specified
May 28, 2021
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University's Office of Sponsored Research is growing and adding a new Grant Administrator to the team. The Grant Administrator will manage post-award activities for an assigned portfolio of grants within the Office of Sponsored Research unit using knowledge of grant management rules and regulations, financial budget management, technical expertise, and analytical skills. This position will act as a trusted partner with principle investigators to coordinate the post-award process to include: smooth transition from pre-award administrator, understanding of award requirements to ensure post-award policy and financial compliance. The incumbent will analyze project expenditures to ensure costs are allowable, reasonable and consistent handled per ERAU policies and sponsor requirements. Work in partnership with Accounting and Budget staff to set up, fund and fiscally manage awards. Successfully manage cost share, subrecipient agreements and extensions as needed. Track progress and drive to meet deadlines for assigned awards. Perform data entry in appropriate administrative systems including Streamlyne, Oracle, Maximus and Workday. Manage on time close out of award and provide reports as needed to university management and for internal and external audits.

Responsible for providing guidance to principal investigators regarding compliance related to federal and private grant administration. This includes compliance with internal policies and procedures, OMB and other government rules and regulations, and sponsoring agency terms and conditions.

This position requires collaboration with internal and external stakeholders on grant awards including project sponsors which may be federal, state, municipal, or private organizations. The incumbent will provide clear and concise communication to all stakeholders across the university and externally with sponsors.

Responsibilities include the following:

Manage post-award for government and private research grants, including:

  • Provide guidance, support and assistance to principal investigators with award management to meet deadlines, adequately fund budgets and close out award on time.
  • Project budget creation and review. Manage cost share and invoicing for subawards.
  • Perform compliance review of all expenditures for adherence to university, agency, and federal requirements.
  • Interpret agency regulations.
  • Ensure appropriate setup/management of financial accounts and accurate documentation of compliance requirements and any special award terms and conditions.
  • Analyze project expenditures to ensure costs are allowable, allocable, reasonable and consistently handled per ERAU policy and sponsor requirements.
  • Review statement of work and other contract and grant requirements for projects.
  • Serve as liaison among Grants Administration, PIs, University departments, campuses and external funding organizations beginning with transition from pre-award through to close out.
  • Maintain a working knowledge of laws, regulations, and policies that affect research grant administration and compliance.
  • Maintain a positive research environment and infrastructure.

Maintain grant records:

  • Maintain complete and accurate files of grant post-award activity
  • Input complete and accurate electronic data into university systems

Coordinate the close out and reporting of awards:

  • Negotiate terms and conditions of awards
  • Review award instrument for university acceptance
  • Work directly with accounting to facilitate cost center set up

Coordinate other activities, special reports, projects and other related duties as assigned. Raise potential concerns involving grant budgets, administration, compliance issues and other key issues regarding grant administration and compliance. Recommend improvements for internal processes and practices and work collaboratively with the team to make changes.

  • At least one year of grants management experience or at least three years of experience working in a highly regulated financial or technical role.
  • Experience with other FAA or sponsors who support aeronautical research (NASA, NSF) a plus.
  • Excellent attention to detail, outstanding customer service and impeccable communication skills are required for this position.
  • Pre-award management experience or demonstrated experience with managing multi-part contracts or technical documents.
  • The ability to manage a high volume of work and competing deadlines in a fast-paced, deadline-driven work environment.
  • Comfort working remotely and using tools to facilitate remote work, e.g., Teams, Zoom.
  • Comfort with business systems that hold financial and administrative information, such Oracle or Workday.
  • Proficiency with Microsoft Word and Excel, with particular regard to Excel formulas.
  • Effective analytical and problem-solving skills.
  • Experience using electronic pre- and post-award systems such as Workspace, NIH ASSIST, and NSF Fastlane/ preferred

Required skills, knowledge, abilities:

Demonstrated experience making independent decisions, researching, analyzing, and solving problems. Experience working effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities. Ability to develop new systems or procedure to resolve problems and facilitate workflow. Excellent interpersonal skills and proven experience working both independently and as an effective team member. Experience in research administration and working knowledge of laws, regulations, and policies affecting research grant/contract acquisition and compliance. Knowledge of budgeting and budget development. Analytical skills with an in depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications. Excellent oral and written communication skills. Discretion in dealing with sensitive and confidential information.

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