Grants Administrator, Senior (Post-Award) - Pediatrics

University of Kansas Medical Center Kansas City, KS Full-time Accounting

Posted on May 17, 2024

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Grants Administrator, Senior (Post-Award) - Pediatrics

Department:
SOM KC Pediatrics (PEDS)
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Administration

Position Title:
Grants Administrator, Senior (Post-Award) - Pediatrics

Job Family Group:
Professional Staff

Job Description Summary:
This position is for a Pediatric Grants Administrator Senior (PGA) in the Department of Pediatrics with specialization in the post-award phase of the grant cycle. Specifically, this position will focus on maintaining all post-award and internal research support financial records, management / compliance reporting, determination of expense eligibility in accordance with University / Research Administration requirements and distribute periodic status reports to the Vice Chair for Research, Department Assistant Director and/or Research Faculty. This position works with sensitive information and is expected to maintain secure practices to maintain confidentiality.

Job Description:

Required Qualifications

Education: Bachelor's degree in accounting, finance or related major. A combination of education and relevant work experience may substitute for degree on a year for year basis

Work Experience:

Three years of experience in research grant administration, with working knowledge of the methods, procedures and techniques used in grant preparation, coordination, and implementation.
Experience in producing and/or administering federal grants (eg. NIH, HRSA, NSF, AHRQ, PCORI).
Experience utilizing Microsoft Excel and Word.
Excellent communication as evidenced by application materials.

Preferred Qualifications

Education: Master's degree with an emphasis in accounting, finance, or related field.

Work Experience:

Five (5) or more years of experience in research grant administration.
Experience with eRA Commons and Huron web-applications.
Experience in preparing contracts, subcontracts and/or memorandums of understanding.
Experience providing support to the research community and/or knowledge of Federal regulations related to grants including Office of Management and Budget Circulars A-21 and A-110.

Skills

Demonstrated ability to effectively organize, manage multiple tasks and work independently.
Ability to establish and maintain effective working relationships with faculty and other staff members and working with individuals from diverse cultural backgrounds and perspectives.

Job Duties Outlined

The PGA reviews, develops, and maintains, reconciles automated systems to accurately provide budget variance analyses and project-specific expense forecasts to Department Leadership and Researchers. The PGA is responsible for timely requisitioning and receiving of all goods and services requested by research staff, reconciles credit card statements, and responds to ad hoc requests regarding financial transactions.
The PGA is responsible for the management of a high volume of transactions for numerous multi-year sponsored research projects. Accounting procedures and systems must be developed to support various sponsor requirements while maintaining core functionality needed for internal management.
The PGA compiles financial data necessary to manage grant budgets. Coordinates comprehensive assembly of financial data including grant expenditures, payroll, interdepartmental billings, encumbrances, etc. for both KUMC and KUMC-RI accounts. Creates formulas and calculations when necessary for reporting purposes. Automates and documents all processes, as feasible, including data integrity features.
The PGA is responsible for the processing of all grant requisitions in an accurate and timely manner for supplies, equipment and services and maintains appropriate accounting records including integrity of object codes, account codes, compliance issues, etc. Must provide oversight of workflows and assignments which meet departmental targets for cycle times. Initiates and responds to vendor correspondence regarding pricing, delivery and payments. Maintains current working knowledge of State of Kansas, KUMC, KUMC-RI purchasing policies, protected vendors, purchasing software requirements.
Meet with Assistant Director frequently to review processes and procedures for any necessary changes in order to keep systems efficient and accurate.
Performs other duties as assigned by the Vice Chair of Research and Assistant Director.

Deliverable Tracking and Documentation:

Reviews Notices of Award and notes special conditions, restrictions, and deliverables and documents this information in grant summary forms.

Recruitment and Hiring:

Works with faculty to determine hiring needs.
Facilitates the recruitment and hiring of staff and students funded by grants in collaboration with the HR Business Partner

Effort and Cost Share Tracking:

Tracks sponsor approved effort and effort changes.
Coordinates the payroll confirmation process for department faculty with payroll on federal awards.
Tracks committed cost share for grant awards and ensures the integrity of information provided to institutional systems.

Financial Management:

Manages grant accounts for department research faculty.
Acts as a liaison between department faculty and Sponsored Programs Administration.
Responsible for meeting with faculty and reconciling application budgets with award budgets.
Works with Sponsored Programs Administration to reallocate funds when needed and to prepare prior approval requests for re-budgeting.
Works with Department Assistant Director and other external departments to manage costing allocations for personnel funded by grants.
Completes monthly account reconciliations and ensures expenditures are reasonable, allocable, and allowable.
Includes projected spending in account reconciliations to ensure rate of expenditures are in line with the budget period.
Meets with faculty as needed to review grant financials and field questions.
When funds remain at the end of the project period and work remains to be done, aids faculty in submitting requests for no cost extensions.
Acts as a resource to research staff regarding established financial management practices and new policies.
Maintains current working knowledge of State of Kansas, KUMC, KUMC-RI purchasing policies, protected vendors, software registration requirements. Maintains a proficient skill level currently installed version of Workday, Adaptive and other financial management systems. Maintains a proficient skill level with advanced features of spreadsheet application software.
Attends monthly meetings of the Department of Pediatrics Research & Scholarship Committee, and keeps track of the budget for the committee, including expenditures, internal grants, travel, etc.

Purchasing:

Assists faculty and research staff with making grant funded purchases and/or when paying for grant funded services.
Assists with vendor set-up in the purchasing system.
Creates requisitions and sends purchase orders to vendors, when applicable.
Upon receipt of invoices, sends invoices to accounts payable for payment.
Receives goods in purchasing system once physically received at the institution.
Tracks payment status of purchase orders.
Manages assigned Business Procurement Card and ensures card is used for allowable purchases.
Verifies Business Procurement Card purchases in the purchasing system and maintains required documentation to support purchases.
Monitors and approves internal service delivery charges.
Advises faculty on options for paying research subjects (e.g., ClinCard, gifts cards, etc.) in accordance with KUMCRI policies.
Represents department and faculty in vendor correspondence regarding pricing, delivery, payments, and discrepancies.
Maintains current knowledge of restrictions, practices, and documentation requirements in addition to knowledge of State of Kansas, KUMC, KUMCRI purchasing policies, protected vendors, and software purchasing requirements.

Research Performance Progress Reports:

Acts as a liaison between faculty and Sponsored Programs Administration in the preparation of research performance progress reports.
Obtains payroll reports to determine what personnel worked on the project during the reporting period.
Verifies that the most recent project statement certifying payroll charged to the project has been completed.
Determines the estimated unobligated balance of the grant in coordination with Sponsored Programs Administration.
Compiles changes in active support for key personnel.
Requests and compiles information from subrecipients.
Reviews reports prior to routing to Sponsored Programs Administration.
Coordinates the internal review, approval, and submission process with Sponsored Programs Administration.

Award Modifications:

Works with faculty and Sponsored Program Administration on award modifications (e.g., changes in personnel, scope changes, changes to, or addition of, subawards, etc.).

Award Closeout:

Supports faculty and research staff in project close out including coordinating final research performance progress reports, federal financial reports, and invention reporting with Sponsored Programs Administration.

Pre-Award Assistance:

Work with department Pre-Award Grants Administrator to understand pre-award processes and participate in cross-training to learn how to execute specific tasks when coverage is needed.
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Documents

Resume/CV
Cover Letter
References

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:
Regular

Time Type:
Full time

Rate Type:
Salary

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:
$65,000.00 - $99,000.00
Minimum
$65,000.00
Midpoint
$82,000.00
Maximum
$99,000.00

Application Instructions:
To learn more and apply online, please visit https://kumc.wd5.myworkdayjobs.com/en-US/kumc-jobs/job/Kansas-City-Metro-Area/Grants-Administrator--Senior--Post-Award----Pediatrics_JR007059 or go to https://careers.kumc.edu/ and search for position number JR007059.

Applications must be submitted directly through the KU Medical Center website to be considered for this position. Any applications submitted via email or this website will NOT be reviewed or considered.

About KU Medical Center:
The University of Kansas Medical Center’s mission is to educate exceptional health care professionals through a full range of undergraduate, graduate, professional, postdoctoral and continuing education programs in the schools of Medicine, Nursing and Health Professions. KU Medical Center also advances the health sciences through world-class research programs; provides compassionate and state-of-the-art patient care in an academic medical center environment; and works with communities in every Kansas county to improve the health of Kansans. Learn more at www.kumc.edu.

Benefits:
KUMC offers a range of great benefits that support employees and eligible family members. Our health insurance benefits begin on hire date and KUMC offers other exciting benefits such as paid parental leave, generous employer retirement contributions and other resources to improve health and well-being. For more information, please visit https://www.kumc.edu/human-resources/benefits.html

Equal Employment Opportunity Statement

The University of Kansas Medical Center is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, ethnicity, ancestry, age, protected veteran or disability status, marital status, parental status, or genetic information. http://policy.ku.edu/IOA/nondiscrimination

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