Job Listings

Posting Number: req23037

Department: Graduate College Admin

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The Graduate College is seeking applicants to fill a Scholarship and Grants Management Administrator position.

This position will support the Graduate College's scholarship programs and grant management operations and will serve as a key resource to the University of Arizona Foundation (UAF) and the Graduate College to ensure timely scholarship creation and award processing.

This position will also oversee the pre-and-post award process, facilitate searches for new funding avenues and provide administrative support for grant submissions in the College.

Duties & Responsibilities

Grant Management:

• Lead and manage the grant process through the proposal lifecycle, including but not limited to, development of budget drafts, routing through Sponsored Projects, creating and editing sections of the grant proposal, and submission into appropriate web portals.
• Track grant awards and create ongoing reports on awards, expenditures and trends on Graduate College grants, commitments and contracts.
• Collaborate with Graduate College leadership and staff to carry out strategic initiatives related to grants, fellowships and other resources.
• Identify, create and maintain resources for external grants and fellowships, including templates and proposal support databases and communicate these resources to the Graduate College and its constituents.
• Collaborate with Office of Fellowships on supervisor approved workshops and programming.
• Lead and manage the grant post-award process including but not limited to review budgets with key personnel. tracking expenditures quarterly and support the completion of progress reports.
• Manage the application process and student follow-up for centralized Graduate College student research support grants such as the NSF-GRFP, Fulbright-Hays Doctoral Dissertation Research Abroad, DAAD German Academic Exchange Service.
• Design, communicate and manage all Graduate College letters of support and letters of commitment.

Scholarship Management:

• In collaboration with the UA Foundation, Business Office, and Dean's Office, provide excellent customer service to donors, faculty, staff, and students in all areas of Scholarships.
• Utilize UA and UAF systems to efficiently manage, administer and track scholarships and external foundation awards.
• Create and maintain accurate files for each scholarship, endowment, planned gift, pledge and commitment including all scholarship specification documents such as new endowment agreements, new project forms, endowment checklists, and scholarship cover sheets.
• Review scholarship transfer requests. Complete and submit transfer requests to UAF Scholarship Office.
• Complete and process all scholarship gifts using the Gift Transmittal Form.
• Ensure that scholarships are awarded to qualified students in a timely manner.
• Oversee scholarship selection committees. Prepare and distribute committee packets for student scholarship applicants if applicable.
• Attend various campus-wide and College specific UAF Meetings including Scholarship Co-op (SCOOP), College/UAF Annual vs Awarded and Available Amount to Award meetings.
• Review existing scholarship specifications to ensure criteria are compliant and applicable, as well as able to be awarded. Work with appropriate personnel to update specifications as needed.
• Work with the UAF Scholarship Office to link KFS Accounts to new awards and ensure all awards specifications are accurate.
• Oversee the distribution and tracking of Graduate College Fellowships (GCF) and Graduate Tuition Scholarships (GTS) by colleges and GIDPs.
• Prepare communication and correspondence via email and/or mail between departments, UA/UAF staff, scholarship applicants, and other development staff regarding scholarship status, letters of award, notification status emails, gift agreements and stewardship reports.
• Manage Scholarship Universe system for all college students and departments.

Scholarship Reporting:

• Reconcile award accounts with departments and UAF and address any discrepancies.
• Track all restricted funds that are intended to be awarded within 12 months to ensure accurate assessment of fees where applicable.
• Ensure accurate and consistent reporting of scholarship dollars available to award. Provide reporting to
  UAF, the departments, and the college development office in order to manage account balances and
  minimize unused scholarship funds.
• Prepare annual reports upon request for scholarships funded through endowments at the UA and UAF.
• Report on scholarship funds and awards given.

Knowledge/Skills/Abilities:

• Excellent interpersonal skills.
• Excellent critical thinking, analytical, logical problem solving and organizational skills.
• Strong work ethic, self-driven, and independent execution of tasks.
• Excellent time management and prioritization skills; ability to manage multiple projects and priorities and meet negotiated timelines, in an environment filled with competing priorities.
• Resourceful, flexible, responsive, with exceptional attention to detail.

Minimum Qualifications

• Bachelor's degree in finance, business 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 in:

• Grant management
• Working in higher education
• Working with UAccess Suite: (ex. UAccess Research, Financials, Student and Analytics)
• Working with UA Foundation systems and forms, including familiarity with UA Foundation policies and procedures
• Working with federal granting agencies and their procedures
• Working with and managing donor/scholarship funding

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 represent a full range of career compensation growth over time. 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.

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

Rachel Nielsen

rnielsen@arizona.edu

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

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.