Grant Administration Specialist

Department: Research Post-Award

Job Summary

Job Description

General Accounting Functions

• Prepare required financial statements and fiscal reports which include the compilation and analysis of data for monthly, quarterly, and annual reports in accordance with the schedule established by the award. Assist with the year-end closing process, such as fringe benefit corrections. Assist with internal reports as requested.
• Prepare, monitor, reconcile, audit, and forecast revenues, expenditures, and budgets. Monitor cost sharing commitments for assigned awards, on a timely basis, and communicates with principal investigators and business managers as appropriate to ensure cost share obligations are met.
• Communicate with public and private accountants; state, federal, and independent auditors; banks; brokerage firms; program or management personnel; vendors and internal customers for the purpose of providing information and technical assistance needed to resolve problems.
• Review and approve purchases and contracts. Responsible for monitoring expenditures charged to sponsored awards for compliance with budgetary limitations and/or grantor/contractor restrictions. Correct errors including, but not limited to, Accounts Payables, Purchasing, Accounting Services, and Payroll. Verify compliance with terms and conditions of the award as well as adherence to appropriate university/state/federal guidelines. Make appropriate adjustments to Fringe Benefits and F&A when needed.
• Prepare entries to modify budgets, either adding an annual budget or modifying through a budget amendment, on awards. Prepare journals for the transfer of expenditures from one funding source (one will be an award) to another. Review salary charges for compliance with budgetary limitations, RCR training, export controls, expiration date and other compliance matters. Approve other forms and/or charges as necessary.
• Maintain cash management records, including funds drawn and received, funds disbursed by sources, deposits of funds, issuance of refunds, and classifies revenue as to sources of funding and expenditures as to their nature. Follow-up with sponsor on delinquent invoices. Alert PI/business manager/management when burn rate is too low or invoices are not paid to ensure cash flow is appropriate.
• Partner with Research Pre-Award on proposal budget preparation.
• Close assigned awards in a timely manner.
• Participate in training opportunities for self and those hosted by office for campus. Work with Coordinator of Compliance, Training and Undergraduate Research to ensure PIs and business managers receive necessary training. Periodically watch or attend professional development seminars/ conferences/ training provided by such entities as NCURA, SRA, state of Louisiana, etc.
• Participate in the development of new accounting techniques in the design and implementation of accounting subsystems, compilation of manuals for accounting and computer application and preparing managerial reports.
• Balance customer service skills with compliance. Remain calm and courteous to customers. Help PI’s successfully manage their grants and contracts by explaining processes to them and helping to troubleshoot problems.

Special Project(s) – Medicaid Grants

• Monitor approved charges on grants to ensure invoices are paid by Accounts Payable
• Ensure sponsor invoices are paid in a timely manner
• Provide all necessary backup for Medicaid invoices, including detailed travel charges
• Work with payroll on salary adjustments as needed
• Monitor that termination pay is not charged; work with payroll to remove as needed
• Work with business analysts, Director of Grant Administration and Assistant Vice President for Research and Economic Development as needed to report Workday Issues in UNO’s ticketing system and participate in testing to implement fixes
• Other duties as assigned.