"Grant Specialist I - Accounting"

Position Summary

The Grant Specialist I - Accounting plays a key role in the financial post-award administration of sponsored research at Rice University. This position is responsible for preparing and executing timely and accurate federal drawdowns, invoicing sponsors in accordance with contractual terms, and managing the accounts receivable lifecycle for externally funded awards. The successful candidate will ensure compliance with federal regulations (e.g., Uniform Guidance), sponsor requirements, and university policies.

Ideal Candidate Statement

The successful applicant must function well in a high-workload environment requiring prioritization and meeting deadlines; take initiative, exercise independent judgment and discretion; be detail-oriented; and be able to communicate effectively, both orally and in writing. Further duties and responsibilities may be assigned based on the needs and goals of the Research and Cost Accounting (RCA) department and Rice University.

Workplace Requirements

This position is offered as a hybrid role, combining both in-office and remote work to provide flexibility and support collaboration. The hybrid work arrangement will start after the first 90 days of employment. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

Annual exempt staff with a salary range between $59,500 and $65,000 per year, depending on experience and qualifications.
*Exempt (salaried) positions under FLSA are not eligible for overtime.

Minimum Requirements

• Bachelor's Degree
  + In lieu of the education requirement, additional related experience, above and beyond what is required, on an equivalent year-for-year basis may be substituted
• 1+ years of related experience

Skills

• Works effectively with others; helps others solve problems; promotes teamwork and cooperation among individuals and/or departments
• Ability to communicate effectively orally and in writing
• Ability to diagnose and solve problems using sound judgment and decision-making abilities
• Analyze accounting transactions and reconcile information
• Strong customer service skills
• Strong working knowledge of Excel

Preferences

• Experience in research, invoicing, accounts receivable, or department administration
• Experience using research administration systems, including but not limited to federal government portals such as Payment Management System (PMS), ACM$ (Research.gov), FedConnect, eRA Commons, Grants.gov, and Cayuse
• Effectively plans work, considering time, deadlines, and support/resources required from other individuals and departments
• Provides input or specifies necessary figures, data, or guidance as needed
• Completes job responsibilities within the required timeframe, according to established schedules or workflow requirements
• Experience facilitating interdisciplinary teamwork
• Displays an ability to evaluate areas needing improvement and effectively communicates to department leadership
• Reviews and assesses information before making decisions and solving problems
• Uses proper judgment and knowledge of established practices and procedures when addressing problems or issues

Essential Functions

• 50% Generate, review, and submit accurate and timely invoices for a variety of sponsors, including federal, state, local, and private funding agencies
• 25% Prepare and submit federal drawdowns via PMS, ASAP, and other sponsor payment systems, ensuring compliance with grant terms and funding agency requirements
• 25% Sponsored Projects Closeout and Account Reconciliations (A/R, cash, revenue, refunds)

Additional Functions

• Ensure that federal regulations, sponsor guidelines, Rice University, and department policies and procedures are observed and followed
• Effectively assess and complete post-award activities for the sponsored programs community; plan, coordinate, and process post-award transactions
• Work collaboratively and effectively with the sponsored programs community
• Conduct clear and concise communications supporting the sponsored programs mission
• Manage sponsored projects post-award activities utilizing critical thinking, problem-solving, independent initiative, and facilitating interdisciplinary teamwork
• Serve as a post-award resource to the sponsored programs community on federal, industry, state, and non-profit awards as assigned
• Participate as a team member on selected projects
• Effectively foster personal and professional growth through a variety of educational and professional strategies
• Maintain accurate records of assigned sponsored program activities

Special Instructions to Applicants: All interested applicants should attach a resume in the Supporting Documents section of the application, preferably in a PDF format to avoid any formatting issues. We will begin reviewing applications the first week of January, and begin scheduling interviews in the weeks after.

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