"Post-Award Supervisor - Provost & VP-Academic Affairs - University at Albany"

Job Description

The incumbent will supervise the Academic Affairs Post Award Managers. In addition, this position is responsible for providing post-award grant, contract, and MOU management support. The position requires the ability to manage high volume and complex grant management support, working with Principal Investigators (PI), key personnel, collaborating institutions and administrative staff to ensure post-award activities are successfully executed. The incumbent will provide financial management of grant funds including expenditures and account balances, completing personnel forms, travel, purchasing, contract management support, interfacing with Research Foundation (RF) support offices, such as the Office of Equipment management. The incumbent also will work with the Office of Diversity and Inclusion and The Office of Human Resources for all recruitment activities and will provide post-award support and training to the faculty, staff, and students engaged in research.

Primary Responsibilities:

• Provide strategic supervision, training, and operational coordination for five Academic Affairs (AA) Post Award Managers assigned to separate academic departments, ensuring consistency and compliance across varied units.
• Conduct formal performance evaluations for each AA Post Award Manager, incorporating feedback from host departments and faculty PIs; set goals aligned with departmental needs and institutional priorities.
• Oversee and monitor workload distribution, taking into account fluctuating project demands, department-specific needs, and staff capacity. Ensure workloads are balanced and service delivery standards are maintained across all units.
• Monitor the quality of service delivery across departments, ensuring consistent and high-quality post-award support to faculty and staff, with attention to accuracy, efficiency, compliance, and responsiveness.
• Coordinate and approve staff time off and vacation schedules in a way that ensures continuous support across all participating departments and mitigates service gaps during peak workload periods.
• Serve as the primary liaison to the Research Foundation of SUNY.
• Serve on the Provost Council and other university-wide committees as needed, bringing forward operational issues, resource needs, and recommendations related to post-award administration and research support services.
• Monitor account expenditures for accuracy, ensuring compliance with budgetary guidelines and project objectives using the Research Foundation Reports Center.
• Collaborate with Principal Investigators (PIs) to establish and oversee an efficient system for monitoring grant expenditures and account balances.
• + Deliver quarterly account summaries to PIs, with additional updates as required, particularly during the final months preceding award completion.
• Coordinate with PIs to establish and manage a streamlined process for personnel transactions related to external sponsorships and contracts.
• + Prepare and submit personnel appointment, change, and labor distribution forms.
• + Facilitate release time and summer salary documentation.
• + Serve as the primary point of contact for recruitment activities, liaising with the Office of Human Resources (State & RF) and the Office of Diversity and Inclusion.
• Procurement support for grants and contracts.
• + Initiate, prepare, and process purchase requisitions for project-related supplies, equipment, and services.
• + Reconcile P-Card transactions.
• Prepare necessary student tuition forms.
• Assist with the preparation and submission of internal and external programmatic reports required by the sponsor.
• + Certify effort reports.
• + Review, reconcile and prepare final expenditures for award closeout.
• Prepare and monitor paperwork for travel advances and reimbursements.
• + Assist with grant-related domestic and foreign travel arrangements for faculty, students, consultants, collaborators, and candidates to meetings, conferences, and field research trips to include corresponding with travel agency.
• + Make travel reservations.
• + Submit required travel reimbursement materials.
• Manage tuition payments for personnel on awarded projects.
• Provide assistance for participant incentives
• Interface with Office of Equipment Management for all RF purchases
• Interface with RF to ensure compliance with Foundation, Federal, State, and University regulations
• Provide post-award training to the faculty, staff, and students engaged in research
• In collaboration with faculty researchers, the Environmental Health and Safety Office and the Office of Research and Regulatory Compliance promote the efficient, effective, and safe administration of research, and compliance with the applicable rules and regulations imposed by federal, state, and private sponsors, the Research Foundation of SUNY, and the University at Albany
• Develop and maintain resource documents to guide faculty on Research Foundation processes and forms
• Work collaboratively with pre-award staff as needed

Functional and Supervisory Relationships:

• The position reports to the Provosts Office
• The incumbent will supervise Academic Affairs Post Award Manager positions

Job Requirements

Minimum Qualifications:

• Bachelor's degree in business, accounting or related field from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization.
• A minimum of six years of experience working in a research environment or equivalent administrative experience
• 3-5 years supervisory experience
• Experience with budget management
• Excellent written and verbal communication skills
• Experience working with commonly used software such as Microsoft Office Suite (including TEAMS) and Adobe applications
• Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community
• Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging relative to their role

Preferred Qualifications:

• Master's degree in business, accounting or related field from a college or university accredited by the U.S. Department of Education or an internationally recognized accrediting organization.
• Experience with online funding opportunities search and grant submissions portals, such as Pivot, Grants.gov, NIH RePorter, and NSF's Research.gov.
• Experience in writing/reviewing scientific reports for funded research projects at an institution of higher education.
• Experience interpreting and applying policies at multiple levels of authority (federal, state, and institutional).
• 5-7 years' experience in research administration and compliance.

Working Environment:

Typical office environment.

Additional Information:

Professional Rank and Salary Grade: Staff Associate, SL4, $70,000-$75,000

Special Note: Visa sponsorship is not available for this position. If you currently need sponsorship or will need it in the future to maintain employment authorization, you do not meet eligibility requirements. Additionally, please note that UAlbany is not an E-Verify employer.

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