Grants and Finance Administrator

Details

Posted: 2026-06-04

Location: Waltham, Massachusetts

Internal Number: R0013206

Brandeis University is looking to hire a Grants and Finance Administrator in the School of Science, Engineering, and Technology (SET).

This is a position responsible for the administration, management, and oversight of University funds as well as Federal, non-federal, Foundation, and other sponsored programs awarded to faculty in the School of Science, Engineering and Technology (SET), which includes the Departments of Biology, Biochemistry, Chemistry, Computer Science, Math, Physics, and Psychology; the Programs of Computational Linguistics, Engineering, Neuroscience, and Quantitate Biology; and the Rosenstiel and Volen Centers. This position requires a self-motivated, highly organized, high-level thinker who can function in an interruption driven environment with minimal errors. This position will interface with multiple faculty and university staff and requires superb people skills and a calm demeanor. Requires independence, initiative, and a strong attention to detail with the ability to communicate effectively in person and in writing with staff, faculty, and students within and outside of SET.

The position requires 2 unique skill sets: finance and accounting skills and research administration knowledge. This position deals with problems that are highly varied, complex and often non-recurring, requiring novel and creative approaches to resolution. Need the ability to make decisions quickly and independently, when needed, but to also know when to ask the Grants and Finance Manager for direction. There must also be a willingness to take on new challenges and an openness to change. Flexibility to manage multiple tasks in a sometimes hectic, deadline driven, environment is essential. Demonstrated ability to be organized and flexible in an environment that requires continuous monitoring and reassessment of priorities.

The maximum budget for the position is $70.6k.

Job Description:

• Tracking information for sponsored accounts including updating budgets as needed, projecting personnel and non-personnel expenses, monitoring accounts, reviewing account records for accuracy, reconciling all accounts to Workday and generating reports monthly for the Principal Investigators. Work with Sponsored Programs Accounting to review budgets for submission. Also responsible for monitoring grants to avoid over expending and working with the Sponsored Programs Accounting office to facilitate accurate close-out of the accounts. (40%)
• Administering accurate grant policy management for grant funded projects, including interpretation and articulation of sponsor regulations for guidelines/requirements, and university policies. Manages the allocation of funds and monitors expenditures activities for compliance to regulations of granting agencies and university policies from start to close. Complete funding analysis on a monthly basis to ensure grant expenditure according to federal, sponsor, and university guidelines and application. (20%)
• Managing/overseeing the budgeting, reconciling, and reporting for all Division of Science University funds including department operating and discretionary accounts, gift funds, endowment accounts, and recharge centers. (15%)
• Assisting with developing budgets, tracking personnel salaries, processing carry-forwards, re-budget or revisions to grant budgets, preventing or resolving cost over-runs. Work with personnel in the Division of Science administrative groups as well as Sponsored Programs Accounting, Office of Research Administration, Procurement, Payroll, A&S Dean, and other offices to correct errors or overages. (15%)
• Meeting with the Grants and Finance Manager to advise on grant related activities. Instructs new research staff of policies and procedures related to Sponsored Programs’ financial compliance and accounting. (5%)
• Other duties as required. (5%)

Job Requirements:

• Bachelor’s Degree required, advanced degree preferred (MA/MS/JD/MBA/PhD)
• 3-5+ years work-related experience

Additional requirements:

• Demonstrated ability to be organized, meticulous, and flexible in an environment that requires continuous monitoring and reassessment of priorities.
• Problem solver who can think ahead, anticipate challenges, and find creative and effective solutions to unusual situations.
• Demonstrated ability to manage ambiguity and juggle multiple tasks while allocating and optimizing resources and timelines to complete tasks, often in a rapidly changing organization and environment.
• Excellent oral and written communication to effectively coordinate across offices and groups.
• A collaborative and inclusive professional style, impeccable interpersonal skills, ability to build strong relationships with staff at all levels in departments and offices across Brandeis.
• Independent worker who does not require micromanagement and knows when to seek guidance and ask questions. Comfortable running assigned projects and tasks with minimal oversight.
• Willingness to take on new challenges and an openness to change.

Skills & Knowledge:

• Research Administration background and knowledge of policies and regulations (e.g. uniform guidance, NIH policy guide, NSF PAPPG, …) governing sponsored awards is required.
• Scientific background helpful
• Working knowledge of MS Office Suite and databases preferred.
• Must be a comfort with technology and a willingness to learn new systems and programs.

Dimensions & Scope:

• Expected to be a part of diverse teams, requiring high degree of collaboration and inspiring confidence with team members
• This position will be interacting with 80-100 SET faculty and must be able to deftly adapt to any situation, concern, or problem that arises. Impeccable interpersonal skills and good judgement are required to be successful in this position.
• This position may be required to make judgement calls on NIH, NSF, OMB, and other policies and guidelines related to sponsored accounts.