Senior Grant Administrator, DISC Post-Award

Brandeis University is looking to hire a Senior Grant Administrator, DISC Post-Award. The Senior Grant Administrator is responsible for providing financial and grant management expertise, along with post-award management of a large and diverse portfolio of federal and non-federal grants, contracts, sub-award, fellowships, and other sponsored program funds for several major research centers, institutes, and departments within the institution. As a member of a small team of other post-award grant accountants, this position will serve as the primary liaison between principle investigators and the institution to ensure compliance with all sponsor regulations and all federal, state, local, and university requirements. Working independently, they will serve as a trusted partner and advisor in ensuring grant funds are expended efficiently and in full compliance with all requirements and conditions. This position will also work closely with other institutional offices including Sponsored Programs Accounting, the Office of Research Administration’s Pre-Award Services Team, the DISC Pre-Award Team, the Office of Human Resources, Faculty Affairs, Payroll, Accounts Payable, and various other units, in support of Brandeis’ core mission as a research institution.

Job Description

Post-Award Portfolio Management (90%)

• Independently manages post-award requirements for designated departments, programs, centers or organizations. Requires working closely with the principal investigator and Brandeis’ Sponsored Programs Accounting Department to ensure all sponsor and institution policies and deadlines are met.
• Manages the administrative and fiscal aspects of a large and diverse portfolio of both federal and non-federal grants and contacts. Successful management requires sensitivity to the needs of individual investigators, knowledge of sponsor, institutional and department requirements, highest ethical integrity and a commitment to a “customer-service” approach.
• Displays competency, agility, and an experienced approach in interpreting sponsor requirements while addressing all of the in-house systems and departments (Sponsored Programs Accounting, Accounts Payable, Procurement and Human Resources). Reads and interprets agreements to determine restrictions related to spending, prior approval requirements, applicable cost principles, and cost sharing requirements. Demonstrates curiosity to constantly learn about the changing regulatory environment.
• Monitors budgets and expenditures to evaluate whether they are allowable within the terms of the grant or contract while also verifying other critical aspects, such as sufficient funds, appropriate authorization, subcontract activity, etc. throughout the duration of the award.
• Reviews and approves all expenditures against awarded projects to ensure compliance with the OMB Uniform Guidance and individual sponsor requirements, as well as institutional policies and procedures.
• Assists principal investigators and research staff to properly allocate salary costs to sponsored awards consistent with research effort as new awards are received and throughout the life of the award as staff activities change, and ensuring proper payroll adjustments.
• Works closely with Sponsored Programs Accounting in preparation of invoices and financial reporting as required by sponsors.
• Assists principal investigators in the preparation of Just-in-Time reports, RPPRs, grant/contract continuation applications, including clarification of policies with funding agencies, preparing and editing budgets and budget narratives; ensuring all application directives are met and responded to appropriately under strict deadlines.

• Displays competency, agility, and an experienced approach in interpreting sponsor requirements while addressing all of the in-house systems and departments (Sponsored Programs Accounting, Accounts Payable, Procurement and Human Resources). Reads and interprets agreements to determine restrictions related to spending, prior approval requirements, applicable cost principles, and cost sharing requirements. Demonstrates curiosity to constantly learn about the changing regulatory environment.
• Monitors budgets and expenditures to evaluate whether they are allowable within the terms of the grant or contract while also verifying other critical aspects, such as sufficient funds, appropriate authorization, subcontract activity, etc. throughout the duration of the award.
• Reviews and approves all expenditures against awarded projects to ensure compliance with the OMB Uniform Guidance and individual sponsor requirements, as well as institutional policies and procedures.
• Assists principal investigators and research staff to properly allocate salary costs to sponsored awards consistent with research effort as new awards are received and throughout the life of the award as staff activities change, and ensuring proper payroll adjustments.
• Works closely with Sponsored Programs Accounting in preparation of invoices and financial reporting as required by sponsors.
• Assists principal investigators in the preparation of Just-in-Time reports, RPPRs, grant/contract continuation applications, including clarification of policies with funding agencies, preparing and editing budgets and budget narratives; ensuring all application directives are met and responded to appropriately under strict deadlines.

Program Development (10%)

• Maintains in-depth and expansive knowledge of external sponsor regulations and requirements and stays fully abreast of all proposed changes in federal and state regulations and laws affecting sponsored programs, including the Federal Acquisition Regulations, the Code of Federal Regulations and state and institutional policies and reporting requirements to ensure continued compliance.
• Assists in the development of an institutional response to proposed federal rules changes, as appropriate.
• Contributes to the administrative function of the DISC Post-Award team through various responsibilities such as data management, correspondence and communication, or other areas of support as needed and assigned.
• Supports the training and mentoring of junior staff, and acts as an advisor and consultant on complex issues, as needed.
• May advise or assist in the development of institutional policies and operational/administrative procedures in relevant areas, and may help to develop communications and training materials to provide guidance regarding the interpretation of regulations, laws, policies, and procedures to the research community.
• Builds effective, trusted relationships with key Brandeis stakeholders with tact and diplomacy.
• May serve as a primary or alternate institutional representative to various internal committees.
• All other duties, as assigned.

This job is located in Waltham, MA. While the flexibility of a hybrid schedule is available, the ORA maintains a vibrant, in-office work culture, and working in the office with the team several days each week is required.

The salary range for the position is $79.7k- $88.8k.

Job Requirements:

• Bachelor’s Degree required, master’s degree preferred
• 4-6+ years work-related experience is required
• Strong organizational and time-management skills, with a sensitivity to deadline-driven work and the ability to be self-motivated and self-managing.
• Excellent communications skills – oral, written, reading, and listening, demonstrating a highly-professional demeanor and the ability to interact independently and with confidence with staff, faculty, colleagues, campus departments and other outside agencies; exhibits a demonstrated “customer-service” focus and collegial tone.
• The ability to work independently as a top individual contributor within a team environment, collaborate with colleagues, and willingness to see what needs to be done and “pitch in” as needed without being explicitly asked.
• Experience in university research administration and/or financial management settings, including management of sponsored projects administration.
• Understanding of federal funding agencies, regulatory bodies, and regulatory requirements with the ability to research and interpret policies or regulatory requirements
• Resonance with the mission and goals of the Office’s priorities and a growth mindset.

Skills & Knowledge:

• Proficiency in MSOffice applications, particularly MSAccess, MSWord, MSExcel (advanced skills); Google suite, Box, and other collaborative tools, and possess the ability to manipulate and extract data and work from a variety of sources (databases, Word files, plain text files, PDF, email, etc.). Workday and/or BA Priority software experience a plus but not required.
• Mastery of sponsored program accounting concepts and business processes, as well as a demonstrated understanding of how a university operates, including academic and administrative functions.

Dimensions & scope:

• Regular exposure to various principal investigators, including senior faculty and administrators; provides support to faculty, students, and staff of all levels. Liaison to outside agencies, sponsors, and other institutions.

Pay Range Disclosure

The University's pay ranges represent a good faith estimate of what Brandeis reasonably expects to pay for a position at the time of posting. The pay offered to a selected candidate during hiring will be based on factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience and education/training, internal peer equity, and applicable legal requirements.

Equal Opportunity Statement

Brandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, caste, military or veteran status or any other category protected by law (also known as membership in a "protected class").

About Us

COME WORK WITH US

Brandeis University is a great employer for all the same reasons it is an outstanding university. Its commitment to inclusion, dedication to lifelong learning and commitment to excellence are just a few of the reasons our workplace culture shines bright.

We take pride not only in maintaining this culture, but expanding it — by recruiting and retaining outstanding employees who share our values and enrich Brandeis University overall.

Brandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, military or veteran status or any other category protected by law (also known as membership in a "protected class").

Applicants who require accommodation in the job application process are welcome to contact Human Resources at 781-736-4474 or via email, humanresources@brandeis.edu.

The health and safety of the Brandeis community is important. While not required, we strongly recommend that employees are fully vaccinated. For additional information feel free to review
the Human Resources Office website.

Certain positions at Brandeis University may require a background check. To review this policy, visit our website at http://www.brandeis.edu/human-resources/onboarding/index.html