Grants Management Specialist II

Post-Award Grants Accountant

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location:

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 400050 Medicine - Administration

Work Shift: UR - Day (United States of America)

Range: UR URG 109 H

Compensation Range: $27.16 - $38.03

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities

We are seeking a highly organized and detail-oriented Post-Award Grants Accountant to provide comprehensive financial management and post-award grant support for our Allergy Immunology Rheumatology and Pulmonary Critical Care divisions. This mid-level position plays a critical role in managing research finances, ensuring compliance with sponsor and institutional regulations, and supporting principal investigators (PIs) and faculty in the effective stewardship of sponsored funds. The accountant will serve as a key resource for departmental leadership and investigators throughout the post-award lifecycle, from account setup through closeout. They will work closely with the pre- and post-award research administration teams in each division.

Essential Functions

Account Reconciliation:

• Establish new grant accounts, set up budgets, and review award terms for accuracy.
• Assemble ledgers and perform monthly reconciliation of salary and non-salary accounts in URGEMS and UR Financials (Workday).
• Maintain a shadow system (URGEMS) to track all expenses (salary and non-salary) and ensure accuracy of encumbrances through audit and oversight.
• Monitor expenditures against budgets, proactively identifying and resolving overdrafts, unallowable costs, and variances.
• Research undocumented transactions and process journal entries in UR Financials.
• Ensure accuracy of all salary and non-salary encumbrances, including payroll changes, and resolve outstanding encumbrances.

Reporting & Compliance:

• Prepare and review monthly PI financial reports; attend monthly PI/Research Admin meetings to review spending trends and forecast projections.
• Prepare interim and final financial reports, invoices, and drawdowns to sponsors, as applicable.
• Prepare all financial account closeout information in a timely and accurate manner.
• Ensure ongoing compliance with federal regulations (e.g., Uniform Guidance 2 CFR 200), sponsor guidelines, and University policies.
• Review and process University and vendor forms (travel reimbursements, SIRs, requisitions, purchase orders, cost-center billings, Vivarium charges, etc.) for compliance.
• Check the reasonableness and allowability of all expenses.
• Support preparation of annual progress reports and ensure financial components are accurate and compliant.
• Maintain confidentiality and handle sensitive financial and personnel information with discretion.

Effort Management & Payroll Processing:

• Process Payroll Cost Allocations (PCA) and Payroll Accounting Adjustments (PAA) in MyURHR Workday to ensure accuracy of effort charged to sponsored projects.
• Input and track payroll allocations in URGEMS, confirming that effort reported aligns with budgeted levels and actual work performed.
• Monitor faculty and staff effort to ensure compliance with sponsor-imposed salary caps, adjusting allocations as necessary to prevent overcharging or underreporting.
• Track and manage cost share commitments, ensuring institutional or departmental contributions are accurately recorded and reported.
• Collaborate with PIs and department leadership to resolve effort discrepancies, provide guidance on allowable effort distribution, and ensure alignment with both sponsor and University policies.
• Generate and review payroll and effort reports for accuracy; proactively identify and correct anomalies.
• Support annual reporting and audit requirements related to salary caps, effort distribution, and cost share commitments.

Subcontract Management & Invoicing:

• Process and track incoming subaward invoices; review for accuracy, allowability, and compliance; process through P2P.
• Monitor subrecipient performance and compliance; send reminders for delinquent invoices; confirm payments in Workday; update internal tracking systems.
• Manage subcontract extensions and maintain centralized databases.
• Develop and maintain tracking tools for study payments and subcontract activity to ensure accuracy throughout the project lifecycle.

Professional Development & Ongoing Training:

• Contribute to process improvements, policy development, and system enhancements within the department.
• Evaluate division financial procedures; recommend and implement best practices to address weaknesses.
• Advise faculty, research coordinators, and staff on allowability of charges, financial best practices, and sponsor regulations.
• Attend research-related user groups and administrative meetings (e.g., CLASP certification, IORA, P2P, departmental research meetings).
• Stay current on sponsor and institutional policies to support continuous learning and professional development.
• Other duties as assigned

Minimum Education & Experience

• Bachelors Degree
• 2 years of relevant experience required
• Or equivalent combination of education and experience

Knowledge, Skills and Abilities

• Strong knowledge of federal regulations (e.g., NIH Uniform Guidance) and research administration practices, Preferred.
• Proficiency in financial/accounting systems and Microsoft Excel; familiarity with URGEMS, Workday or similar platforms preferred.
• Experience in and knowledge of IORA (Integrated Online Research Administration) and federal grant application platforms (e.g. ASSIST), Required.
• Excellent organizational, analytical, and communication skills, Required.
• Ability to work independently and collaboratively while managing multiple deadlines, Required.

Licenses and Certifications

• Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.