Job Listings

Administrator, Research Funding (Grant and Contractor Administrator III), HMBC

Company:
The University of Arizona
Job Location:
Tucson, 85724
Category:
Sponsored Programs, Grants, and Contracts
Type:
Full-Time

Posting Number: req19688

Department: ENGR Business Services-HMBC

Location: Main Campus

Address: 1235 E. James E. Rogers Way, Tucson, AZ 85721 USA

Position Highlights

The Harshbarger-Mines Business Center (HMBC) Grants & Contracts Team in the College of Engineering is looking for a Grant and Contract Administrator III to support the Arizona Transportation Institute (AzTI). The position will provide pre-award and post-award services related to grants management, proposal review and preparation, administration and financial activities, including reporting, financial projections, financial reconciliation, procurement, and accounting services. Collaborates with the principal investigator and other research staff to ensure compliance with regulations, terms and conditions. A high degree of professionalism, confidentiality and initiative is expected. This position will solely support the Arizona Transportation Institute (AzTI).

The incumbent will be responsible for subrecipient monitoring of the operational budgets for Arizona State University and Northern Arizona University that will be issued as support for the administrative work of AzTI at each institution. Responsibilities will also include working to establish subcontracts with each institution following competitively selected annual research awards, up to 12-15 new subcontracts each year, and providing oversight, including working with the subcontract team to issue agreements, manage and monitor expenses including receiving invoices, reviewing expenditures, authorizing payments, and managing close out procedures.

Arizona Transportation Institute (AzTI), established by three state universities (UA, ASU, and NAU) in 2024, is to serve as a collaborative platform to manage and oversee the allocation and utilization of federal research funds provided through ADOT. AzTI, led by UA, is charged with the responsibility of carrying out transportation research processes that will support transportation research needs for ADOT and for the State of Arizona to produce useful information and recommendations that can address transportation concerns for ADOT, local jurisdictions, other states, and researchers, and to support the development and operations of an integrated, multimodal transportation system that facilitates the efficient, economic movement of people and goods; and supports community development and social goals.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Grant and Contracting Management: 

  • Act as a fiscal officer on assigned sponsored and non-sponsored accounts.  Serve as initial contact and manage the process for all research sponsored and non-sponsored projects financial contract needs, to ensure college financial agreements are in compliance and executed in a timely manner.
  • Oversee all post-award day-to-day budget, financial, operating and reporting activity. 
  • Prepare or coordinate preparation of financial and administrative reports, including quarterly and annual reports, and analyze and interpret statistics, financial data, and management planning data for predicting resource needs and developing long range plans.
  • Track grant revenue and expenses to meet project deadlines and terms.
  • Prepare required, operational, and special budgets.
  • Review monthly reporting with appropriate personnel to ensure data integrity and shifting priorities are accounted for.
  • Ensure compliance of Sponsor terms & conditions and University, Federal, and State regulations, including overseeing subcontracts to outside partners ensuring adherence to scope of work and budgetary restrictions.
  • Work closely with Sponsor, University, Primary Investigators (PIs), and/or accountants to ensure relevant and appropriate activities are performed timely and accurately, and answer questions regarding expenses and reporting.

Budget Management:

  • Review, process, and/or approve day-to-day business transactions with accuracy, completeness, and in compliance with university policies. This may include updating distributions, salary transfers, processing external awards, general expense corrections, reviewing transaction detail reports.
  • Reconcile UA P-Card transactions for the department for charges processed on sponsored and non-sponsored accounts, following UA Policies and Procedures.
  • Develop and establish procedures for the budget process and daily operations according to policies and procedures established by the university, college, and outside governing agencies.
  • Provide advanced level of support with the preparation and management of departmental operating budgets for research funding sources (grant, contract, local, etc.) based on trend analysis, forecasting, and guiding principles, including expense forecasting.
  • Provide explanations and recommendations for operational budget variances, analysis of posted expenses, and available account balances. 

AzTI Center Support:

  • Coordinate and perform day to day operational and administrative activities in support of research programs.
  • Create and oversee complex record-keeping systems and databases. Analyze complex information related to program administration, and provide the information in reports and documents to PIs.
  • Work cross-functionally with departments, their leaders, and administrators in the college and in the University to move research related objectives forward.
  • Interacts and maintains liaison with PIs, staff, and outside/community agencies in facilitating research program objectives.

Communicate with multiple stakeholders to train and provide guidance on University and Sponsor policies and procedures.

Additional duties as assigned.

Knowledge, Skills, and Abilities

  • Excellent communication, analytical, and problem-solving skills. 
  • Ability to develop comprehensive budgets using Excel and auto-generated financial reports.
  • Ability to work in close collaboration and independently.
  • Knowledge of accounting principles, practices, principles and procedures. to include uniform guidance. 
  • Skill in preparing detailed reports on a timely basis.
  • Ability to work in a fast-paced environment, prioritizing tasks and responsibilities, and responding positively to unanticipated changes and meeting deadlines.
  • Professional demeanor and regard for confidentiality and handling sensitive information in a discreet manner.

Minimum Qualifications

  • Bachelor's degree or equivalent advanced learning attained through professional level experience required.
  • Minimum of 5 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

  • Demonstrated experience with University financial accounting, budgeting and financial planning for all University fund types to include, but not limited to, sponsored grants and contracts, state, auxiliary, designated, indirect cost, and UA Foundation.
  • Proficient with setting and communicating priorities and effectively planning and organizing the work of projects.
  • Previous experience with UA enterprise system such as UAccess Research, Analytics, Financial, Student, and Employee.
  • Previous experience working with sponsor budget forms, including the federal R&R budget form

FLSA: Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Research

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $65,687 - $85,393

Compensation Type: salary at 1.0 full-time equivalency (FTE)

Grade

9

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Grade Range Minimum

$65687

Grade Range Midpoint

$85393

Grade Range Maximum

$105099

Career Stream and Level

PC3

Job Family

Grant & Contract Admin

Job Function

Research

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Valerie Koellisch,

vkoellisch@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Special Instructions to Applicant

Application: The online application should be completed in its entirety. Blank or missed information may be considered an incomplete submission.

Letter of Interest: Should clearly indicate how your skills and professional employment experience meet the Minimum and the Preferred qualifications (if applicable).

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.

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