Position Overview

The day-to-day post-award research administration activities for the University of Kansas (KU) will be conducted by AMS Grant Coordinators and Grant Officers. These positions will be responsible for working with assigned principal investigators (PIs), units, departments, and centers as well as the Shared Service Centers and other administrative offices to perform post-award research activities in a service focused environment. The positions will use knowledge of post-award best practices and KU grant systems, policies, and processes to provide PIs with accurate and timely information to make decisions and ensure efficient transaction processing. They will also work with sponsoring agencies to submit timely reports and documentation and to act as liaison between the PI and agency.

The AMS Grant Officer will provide timely and professional services that support or enhance the research service goals of the client units and of the University of Kansas as a whole. This position is a senior-level award administration position and is responsible for a dynamic, complex research award portfolio, as well as acting as a subject matter expert on complex and timely research administration topics or supervising and mentoring grant coordinators.

This position is designated as fully remote, meaning most activities will be performed from an agreed-upon off-campus location. Some in-person activities such as meetings with PIs, trainings and team meetings will be required on occasion.

Open to KU Employees only at this time.

Due to complex state employment laws, the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically, we cannot currently offer employment to candidates residing in the following states: California, Delaware, Idaho & Minnesota. We appreciate your understanding and invite interested individuals from eligible states to apply.

Job Description

35% - Post Award Management for PI and Departmental Support:

• Examine awards to understand terms and conditions and nuances, and review budgets with PI.
• Administer project by monitoring awards for financial and administrative compliance, and based on PI feedback, prepare funding scenarios and conduct expenditure forecasting to aid award management throughout the life of the project.
• Maintain accounting records for all awards within your assigned portfolio.
• Reconcile all assigned accounts against the PPM and General Ledger on a monthly basis.
• Coordinate personnel and purchasing activities with the PI and SSC finance; review transactions for alignment with award terms and conditions and cost accounting standards including budget adjustments, JVs, invoices, check requests, travel and expense reimbursements and purchase requisitions as necessary.
• Meet with PIs on a regular basis to provide updates on the financial status of their accounts.
• Participate in meetings and events with PIs to maintain knowledge of the unit and relationship with the PIs and staff.
• Pre-certify effort certification reports to accurately report effort certification for PI final review and approval.
• Assist Principal Investigators with budget development for progress reports. Assist with submission of progress reports, program reviews, and other activities related to the award.
• Provide Research Center Directors, Deans, Chairs and other unit staff with requested information so that they can ensure PI’s research goals are maximized.

25% - Sponsor Liaison:

• Act as a liaison between PIs and sponsor to communicate and resolve any issues that arise concerning expenditures, which requires extensive knowledge of federal, state and University regulations, including the OMB Uniform Guidance.
• Perform all agency interaction for sponsored project, including no cost extensions, renewals, carryforwards, and budget adjustment requests. Facilitate award setup or budget changes in the financial system as needed in conjunction with Award Processing and Set Up team.
• Prepare, review, finalize, and submit annual/final reporting around finances, property, and inventions.
• Complete project close, including necessary system actions.
• Act as a resource during sponsor and single audit, in conjunction with Associate Directors of Award Management and Post Award, Director of Research Administration, and Fiscal Affairs.
• Complete subrecipient monitoring, as necessary.

25% - Supervision or Functional Area Expertise:

• Supervision: Supervise activities of assigned Grant Coordinator(s). Monitors work for accuracy and compliance with state, university, federal and agency guidelines. Provide final review of budget and matching fund information for accuracy and compliance. Provide meaningful annual reviews of assigned Grant Coordinator(s) and takes responsibility for all work produced, training, and development of assigned staff during the life of their employment.
• Functional: Serve as expert in designated functional area, such as sponsoring agency (NIH, NSF, etc.), system (FITC-PPM, excel reporting, etc.) or process (3G, RFAs, etc.). Provide oversight, training, guidance and support in assigned area.
• Both: In coordination with AMS Grant Manager, AMS Grant Officers and other stakeholders, develop resources and train departmental and university staff and researchers in grants administration, research foundation policies and sponsor guidelines. Serve as mentor to AMS Grant Coordinators as requested.

10% - Funding Management:

• Process project-based funding changes for all assigned units and PI(s).

5% - Other Responsibilities:

• Additional duties may include, but are not limited to: Provide award management back-up to other AMS areas as directed. Work with the AMS Team, Office of Research teams and other colleagues to support each other and research administration across the University.