Manager, Grants Management - University of Rochester : Job Details

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Job Location: 265 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 400081 General Pediatrics

Work Shift: UR - Day (United States of America)

Range: UR URG 113

Compensation Range: $77,216.00 - $115,824.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

General Purpose: The Finance and Research Manager serves as a key operational, financial, and research administration leader within the Division of General Pediatrics and contributes to the advancement of strategic priorities across research, education, community engagement, and clinical functions. The Manager acts as a subject matter expert and advisor to the Division Chief, using independent judgment to guide financial planning and ensure effective grants administration.

Essential Functions:

Manages the General Pediatrics Research Portfolio. Oversees all pre- and post-award grant activities, ensuring compliance with federal, institutional, and sponsor regulations.

Leadership, Compliance, Collaboration:

• Supervises research accounting staff and maintains close liaison with internal offices (e.g., ORPA, ORACS, accounting).
• Provides guidance to accountants related to monthly reconciliation and reporting of research accounts.
• Provides technical guidance on proposal development, budget preparation, and reporting requirements to Principal Investigators.
• Develops and communicates plans and timelines, ensuring submission and report deadlines are met and submissions meet all format and content requirements.
• Liaises with internal and external collaborators to ensure transparent communications and compliant finances for multi-disciplinary projects.

Pre Award Portfolio Management:

• Coordinates all components of the grant submissions process, including identification and review of relevant funding announcements, monitoring submission requirements for accuracy and completion, preparation of multi-year, complex budgets and proposal submission for internal review and to sponsors.
• Remains informed of and seeks information regarding relevant funding opportunity announcements based on PIs field of research.

Post Award Portfolio Management:

• Reviews Notices of Award for key criteria and impacts to project.
• Advises PIs and research teams on appropriate expenditures and reviews financial reports monthly with teams to ensure accuracy of expenditures and compliance.
• Monitors personnel effort and evaluates adjustments based on funding sources.
• Understands project scopes and modifications and assesses their impact on future expenses and the overall budget.
• Monitors invoicing and payment status and resolves discrepancies with support from the accounting team.
• Oversees the request and execution of subcontract agreements to and from UR in support of collaborative research.
• Requests, monitors and completes follow-up tasks required related to subcontract amendments.
• Establishes standard operating procedures with the accounting team to ensure shared understanding of research project financial status, pending tasks, and identification and resolution of issues.
• Responsible for preparation and completion of project financial close outs in partnership with accounting team and ORACS.

Reporting and Communications:

• Collects, analyzes and reports overall research portfolio performance statistics to the Division Chief and Director of Research.
• Identifies trends as it relates to proposal submissions, proposals awarded, and general sponsored funding metrics.
• Advises senior leaders on financial and operational changes necessary to support long term goals and priorities.

Finance Management:

• Prepares and monitors annual operating budgets for SMD and URMFG accounts.
• Reviews monthly reports, performs comprehensive financial analysis, identifies trends, forecasts personnel effort and expenditures and makes recommendations in support of efficiency and budget compliance.
• With support from Director of Community Pediatric Operations, develops business plans for program expansion.
• Assists with review of clinical productivity, performance and billing reports to identify trends and provide comprehensive financial picture to division and department leadership.
• Reviews and approves grant and non-grant expenditures for accuracy, compliance/audit purposes, and appropriateness.

Acts as a strategist and consultant to the Division Chief, aligning programmatic activities with the Division's long-term goals.

• Leads the development of objectives and work plans across research and education.
• Establishes processes that promote efficiency and ensures all activities support departmental priorities and institutional performance metrics.
• Collaborates across administrative and research teams to ensure aligned communications and integration of initiatives.
• Translates leadership financial priorities into actionable workstreams and oversees implementation to achieve desired results.

Manages the General Pediatrics Administrative Team.

• Provides team members with direction and support, monitors scopes of work and responsibilities, and ensures workloads are manageable.
• Works with individuals to establish annual goals, supports progress throughout the year and conducts performance reviews.
• Ensures opportunities for continuous learning and growth.

Other duties as assigned.

Minimum Education & Experience:

• Bachelor's Degree required.
• Master's Degree preferred.
• 5 years relevant experience required.
• Previous grants administration experience and program management in higher education required.
• or equivalent combination of education and experience required.

Knowledge, Skills and Abilities:

• Leadership, excellent organizational skills and attention to detail required.
• Excellent communication and interpersonal skills required.
• Proficiency with Microsoft Office software, including Outlook preferred.
• Familiarity with federal NIH-grant reporting mechanisms preferred.
• Experience in scientific grant/manuscript preparation assistance preferred.

Licenses and Certifications:

• Continuous Learning for Administrators of Sponsored Programs (CLASP) within 1 year required.

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