Grant and Contract Administrator I

Company: The University of Arizona

Job Location: Tucson, 85724

Category: Sponsored Programs, Grants, and Contracts

Type: Full-Time

Posting Number: req25469

Department: ENGR Business Center - North

Location: Tucson Campus

Address: Tucson, AZ USA

Position Highlights

The Engineering Business Center-North, within the College of Engineering at the University of Arizona, is seeking a detail-oriented and proactive Grant and Contract Administrator I. This position is part of the business and administrative support team serving four academic departments: Academic Affairs, Aerospace and Mechanical Engineering, Biomedical Engineering, and Systems and Industrial Engineering. The Grant and Contract Administrator I will support the management of sponsored project accounts by assisting with contract review, post-award administration, financial tracking, and reporting in compliance with university policies and sponsor regulations.

Key responsibilities include reviewing and monitoring sponsored project budgets, identifying and addressing deficits, preparing financial projections for Principal Investigators (PIs), coordinating with Sponsored Projects for invoice submissions and account closeouts, and assisting in the submission of supplemental compensation. The position will also compile and present financial reports, track proposal and award activity, and support audits and sponsor site visits. Post-award management is based on overseeing various faculty portfolios that span a range of sponsors, including federal agencies such as the NIH, NSF, DOD, Air Force, Navy, and Army, among others. This requires a nuanced understanding of different sponsor requirements and funding mechanisms.

The ideal candidate will work under general supervision and should have a foundational understanding of grants management and sponsored research administration in a university setting. They will collaborate closely with faculty, research staff, and the Business Office team to ensure the accurate and timely administration of research funding. Strong organizational and communication skills are essential, as this role requires frequent interaction with internal stakeholders and university units to interpret and apply financial policies and procedures. This position reports to the Director of Finance and Administration and plays a vital role in supporting the research mission of the College of Engineering.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Duties & Responsibilities

Contracts:

• Review and monitor incoming award agreements; coordinate with ERAS(Engineering Research Administrative Services) Sponsored Projects to ensure timely execution of all award documents and contracts.
• Review budget loads for new sponsored project accounts and notify the Business Office team of newly established accounts for tracking and reconciliation purposes.
• Maintain accurate records of all executed agreements and funding documents to support internal reporting and compliance.

Post-Award Administration:

• Conduct monthly reviews of sponsored project accounts to identify new accounts, track project end dates, and monitor for deficits or unusual expenditures.
• Analyze deficit accounts and communicate detailed explanations and recommended actions to the Director for resolution.
• Prepare and submit invoices for externally funded accounts not invoiced by Sponsored Projects, ensuring timely and accurate billing in compliance with sponsor requirements.
• Respond to inquiries from the Business Office staff and fund accountants regarding grant-related financial transactions, ensuring clarity and compliance.
• Provide budget projections and spending forecasts to Principal Investigators (PIs) upon request, utilizing current expenditure trends and award timelines.
• Collaborate with Sponsored Projects Post-Award staff to backstop accounts as needed and ensure uninterrupted project operations.
• Review and approve effort certification reports related to sponsored research and non-sponsored accounts.
• Assist faculty and Business Office personnel with developing and maintaining funding plans for ongoing and future research expenditures.
• Stay current on and interpret applicable university, state, and federal rules, regulations, and policies related to research administration; ensure their proper application across sponsored projects.
• Disseminate relevant policy updates and regulatory changes to the Business Office team to maintain compliance.
• Coordinate and process Winter/Summer supplemental compensation for faculty and Graduate Research Assistants by gathering appropriate funding information, completing required forms, securing approvals, and submitting them to the appropriate administrative office.
• Support award close-out procedures, including final reporting, reconciliation, and documentation of residual balances or deficits.
• Review, prepare, and approve procurement and financial transactions including requisitions, purchase orders, reimbursements, Pcard purchases, and internal billings; assist in vendor setup as needed.

Financial Reports and Account Reconciliation:

• Compile and provide quarterly reports to the Director, Faculty(PIs), and Department Heads, comparing proposal submissions with awarded grants and foundation funding outcomes.
• Prepare and assist in the development of financial and administrative reports to support internal planning and budgeting processes; analyze and interpret financial data to support decision-making.
• Participate in the monthly financial reporting cycle, ensuring data accuracy and timeliness.
• Participate in quarterly account reconciliation meetings with Principal Investigators, program directors, and Business Office staff to review project financials, resolve discrepancies, and document action items or follow-ups for each project file.
• Communicate account deficits and required actions clearly and in a timely manner to the Director and relevant stakeholders to facilitate resolution and maintain compliance.

Knowledge, Skills, and Abilities (KSAs):

• Proficiency in financial reporting and data analysis, including experience with tools such as Microsoft Excel, Tableau, or other financial systems for budgeting, forecasting, and tracking grant expenditures.
• Demonstrated knowledge of federal and non-federal grant regulations and guidelines, including Uniform Guidance (2 CFR 200), NIH, NSF, or other major sponsor requirements.
• Strong interpersonal and written communication skills, with a demonstrated ability to work collaboratively with faculty, staff, and administrative units, and to provide excellent customer service in a research or academic environment.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience may be required.

Preferred Qualifications

• Experience using university research administration and finance systems.

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Research

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $53,039 - $66,299

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade: 7

Career Stream and Level: PC1

Job Family: Grant & Contract Admin

Job Function: Research

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates: Mauro C. Oliveros, moliveros@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter