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Contracts & Grants Administrator
Office of Sponsored Research
Vacancy Number 300647
Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 06/02/16 Closes: 06/30/16
Salary: $50,500 - $62,500
Within the Office of the Provost, the Office of Sponsored Research (OSR) is the office of record for all grants and contracts between external sponsors of academic projects and University faculty and staff. Proposals submitted to these agencies must be reviewed by OSR to assure compliance with University policy, as well as state and federal regulations. OSR also reviews and processes expenditures on those grants, ensuring adherence to award terms and conditions, and the appropriate cost principles. OSR manages a portfolio of $6-7M per year in external grants and contracts, as well as another $500k in state appropriations and donor funds. Under the supervision of the Director of Sponsored Research and Faculty Development, the incumbent provides post-award financial management services in support of sponsored research activity at UB. Activities include monitoring and processing procurement transactions, personnel actions, effort reporting, expense reconciliation, invoicing and collections, and providing administrative and closeout support to our research efforts. The position also oversees the financial management of several departments and programs within the Office of the Provost, such as the Office of Academic Innovation, the Helen P. Denit Honors Program, and the Bank of America Center for Learning, Teaching and Technology. The selection team looks forward to receiving your required electronic application, cover letter and resume and learning about your interest in and qualifications for our position.
Key Functions/Responsibilities/Tasks
Manage procurement transactions: for both internal and external grants, as well as Office of the Provost departments, including allocation and approval of purchase requisitions, receipts and purchasing card expenditures; approve grant-funded procurement transactions over the micro-purchase threshold; assist the Director in the management and implementation of internal grant programs.
Contract coordinator: prepare contingent and student employment contracts and collect all required forms; request and modify positions; identify funds to support positions; time tracking for budget compliance; maintain effort reporting systems and coordinate accurate and timely completion of effort reports.
Generate and track invoices and financial reports: reconcile expenses and invoice projects; monitor financial activity to ensure compliance with federal, state and sponsor regulations; provide regular financial reports to PIs; prepare and submit quarterly financial reports, including cost-sharing documentation; track unpaid invoices and issue dunning notices to sponsors, in accordance with CCR and State of Maryland regulations; refer delinquent sponsors to the Office of the Bursar for appropriate action.
Budget Administrator: for state appropriations, self-support and donor funds, works with Office of the Provost executive staff to establish budget priorities; monitor and analyze departmental activities; perform budget transfers as appropriate; provide regular financial reports to executive staff and program directors.
Subrecipient Monitoring: coordinates accounting activities for subcontracts issued from grants, including purchase requisitions, processing of invoices approved for payment, audit monitoring, and close-out financial reports.
Required Education and Experience
Education: Baccalaureate degree in Accounting, Finance, Business or related fields.
Experience: One year of progressively responsible experience working with contracts, grants and/or financial compliance related environments.
Preferred Education and Experience
Education: Certified Research Administrator
Experience: Experience in an academic research administration setting (department or central office) and knowledge of electronic research administration systems, Kuali and/or PeopleSoft.
Required Knowledge, Skills and Abilities
Working knowledge of federal regulations relating to federal grants and contracts (Uniform Guidance, 2 CFR 200). Excellent communication, organization and customer service skills. Proficiency in the MS Office suite, including Access and Excel. Ability to manage multiple projects and deadlines simultaneously.
The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies
The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
NAVIGATION
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save a single PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
Previous Save Submit Close Application Careers Home NEXT
above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
My Applications
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
Questions/Help
If you have trouble viewing our job postings or applying for the vacancy, contact pmason@ubalt.edu for assistance.
TO APPLY:
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.