Research Administration, Pre/Post-Award I - Oxford College of Emory University

Emory University is a leading research university that fosters excellence and attracts world-class talent to innovate today and prepare leaders for the future. We welcome candidates who can contribute to the excellence of our academic community.

 

JOB DESCRIPTION:

• The position manages post-award financial and administrative activities for an assigned portfolio of sponsored grants and contracts.
• Using knowledge of grant and contract administration requirements, financial management practices, and applicable University and sponsor guidelines, the position provides day-to-day management of sponsored awards from award establishment through closeout.
• Responsibilities include establishing and maintaining award budgets; reviewing and reconciling expenditures; monitoring financial activity and award balances; developing financial projections and forecasts; coordinating payroll and cost-sharing adjustments; preparing financial reports; monitoring compliance requirements and deadlines; facilitating award modifications; supporting effort reporting and certification; and coordinating award closeout.
• The position serves as a resource to faculty and principal investigators regarding the financial and administrative management of sponsored awards and works collaboratively with Finance, central research administration offices, and other University partners to ensure sponsored funds are administered accurately, timely, and in accordance with sponsor requirements and University policies.

ADDITIONAL JOB DETAILS:

 

Essential Functions

Post-Award Financial Administration – 35%

• Manages the financial administration of assigned sponsored awards from establishment through closeout.
• Establishes award parameters, budgets, billing and reporting requirements, and cost-sharing obligations in applicable University systems. Reviews and reconciles award expenditures and budgets, identifies discrepancies, and initiates or coordinates necessary financial corrections and adjustments.
• Monitors balances, commitments, award periods, and financial activity throughout the lifecycle of each award.

Financial Analysis, Forecasting & Portfolio Management – 25%

• Develops financial projections and forecasts of anticipated award expenditures and remaining balances.
• Analyzes spending patterns, budget variances, commitments, and other financial activity to identify potential concerns and support effective management of sponsored funds.
• Provides PIs and appropriate leadership with timely financial information and communicates recommended adjustments or actions.

Compliance, Reporting & Effort Administration – 15%

• Monitors sponsored award activity for compliance with sponsor terms and conditions, applicable regulations, and University policies and procedures.
• Prepares financial reports and supporting documentation required by award terms.
• Reviews payroll distributions and cost-sharing commitments and coordinates necessary adjustments.
• Reviews effort reports and supports the effort certification process for assigned awards.

Faculty/PI Support & Award Management – 10%

• Serves as a primary resource to faculty and principal investigators regarding the financial and administrative management of sponsored awards.
• Provides regular updates regarding expenditures, balances, projections, deadlines, and potential financial or compliance concerns.
• Advises PIs regarding administrative requirements and coordinates with appropriate University offices to resolve award-related issues.

Award Modifications & Closeout – 10%

• Coordinates requests for no-cost extensions, carryover, rebudgeting, changes in scope, and other award modifications in accordance with sponsor guidelines and University requirements.
• Facilitates approval of subcontractor invoices and other award-related transactions as applicable.
• Coordinates financial closeout, including final reconciliation, resolution of outstanding transactions, verification of financial requirements, and completion of required documentation.
• Assists with award transfers as needed.

Process Administration & Continuous Improvement – 5%

• Maintains accurate award records and prepares high-quality financial analyses, reports, correspondence, and other documentation. Follows established standard operating procedures and contributes to effective workflows, internal controls, data integrity, and process improvements.
• Collaborates with Finance, central research administration offices, faculty, departmental administrators, and other University partners.
• Performs other related responsibilities as required.

Knowledge, Skills, and Abilities

• Knowledge: Working knowledge of post-award sponsored research administration, grant and contract management principles, budgeting, account reconciliation, financial reporting, and award closeout. Knowledge of the sponsored award lifecycle and general knowledge of sponsor requirements, institutional policies, financial controls, cost-sharing, effort reporting, and documentation requirements.
• Skills: Strong financial analysis, reconciliation, forecasting, problem-solving, and organizational skills. Demonstrated skill in reviewing financial activity, monitoring budgets, identifying discrepancies and trends, and preparing accurate financial reports and projections. Strong written and verbal communication skills and proficiency with Microsoft Office Suite, particularly Excel.
• Abilities: Ability to interpret and apply sponsor requirements, University policies, and established procedures; independently manage an assigned portfolio of awards; analyze financial information and identify appropriate actions; communicate complex financial information clearly to faculty and other stakeholders; manage multiple deadlines and priorities; exercise sound judgment; and work effectively across organizational units.

MINIMUM QUALIFICATIONS:

• Bachelor's degree OR an equivalent combination of education, training, and experience. Proficiency with MS Office Suite software.

 

NOTE: Tasks related to this position can be performed remotely with only occasional visits to an Emory University location.  Eastern (EST) time zone business hours may apply.  Emory reserves the right to change this status with notice to employee.  Emory does not approve as a primary work location in the following states; NJ, AK, and HI, any U.S. Territories or outside of the United States.

Emory is an equal opportunity employer, and qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status or other characteristics protected by state or federal law. Emory University does not discriminate in admissions, educational programs, or employment, including recruitment, hiring, promotions, transfers, discipline, terminations, wage and salary administration, benefits, and training. Students, faculty, and staff are assured of participation in university programs and in the use of facilities without such discrimination. Emory University complies with Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veteran's Readjustment Assistance Act, and applicable executive orders, federal and state regulations regarding nondiscrimination, equal opportunity, and affirmative action (for protected veterans and individuals with disabilities). Inquiries regarding this policy should be directed to the Emory University Department of Equity and Civil Rights Compliance, 201 Dowman Drive, Administration Building, Atlanta, GA 30322. Telephone: 404-727-9867 (V) | 404-712-2049 (TDD). Emory University is committed to ensuring equal access and providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to seek a reasonable accommodation, please contact the Department of Accessibility Services at accessibility@emory.edu or call 404-727-9877 (Voice) | 404-712-2049 (TDD). We kindly ask that requests be made at least seven business days in advance to allow adequate time for coordination.