Job description
The Grant Contract and Budget Associate provides support to the Director of Grants Administration and Contract Administrator and Project Directors across disciplines by performing various contractual, accounting, clerical, and monitoring functions to ensure all grant dollars are managed in accordance with sponsor restrictions and sponsor reporting requirements are met in a timely and organized fashion.
Duties and Responsibilities
1. Assist the Contract Administrator in preparing and tracking of basic subaward and other contractual agreements with collaborators.
2. Send out and track outgoing sub-award forms and ensure completion of and track incoming sub-award forms, and assist with sub-recipient monitoring.
3. Perform detailed account analyses as required to troubleshoot problems, verify accuracy, determine contract amounts, or provide data to funding agency.
4. Answer general inquiries from faculty regarding status of their account and remaining balances, as well as the status of any subaward agreements.
5. Track subaward agreements in the university’s electronic grant management system.
6. Prepare and send correspondence to faculty members with active grant accounts and external subcontractors to remind them of reporting and other grant administration deadlines.
7. Ensure that appropriate key personnel complete the Financial Conflict of Interest module, track any necessary reporting, and answer basic questions.
8. Assist faculty in developing extramural proposals with emphasis on a budget that is accurate, complete and in compliance with sponsor regulations as well as University Business Policies and Procedures.
9. Review incoming award documentation to determine if the award was made as proposed or if the sponsor is proposing changes, review sponsor requirements to ensure they are acceptable from a financial standpoint and prepare the incoming award documentation and acknowledgments for endorsement by Executive Director.
10. Identify all the rules and regulations that govern awards, obtain and/or know where to find complete copies of those regulations, relay that information to grant recipients and University personnel as appropriate.
11. Prepare pertinent documentation to request new restricted account numbers from the Comptroller’s Office, disseminate new account information to the project directors when the account becomes available and prompt appropriate parties to initiate paperwork for time sensitive budget items.
12. Monitor grant accounts to identify potential over- and under-expenditure problems, inform the grant holder of such problem and jointly formulate a plan of action to correct the problem.
13. Prepare for and participate in university-wide training in grant administration matters and University Policies and Procedures.
14. Maintain all grant-related files in an organized manner, making it possible for all staff members to find pertinent documents in a timely manner
Required Knowledge, Skills and Abilities
A High school diploma or equivalent is required.
Three to five years of related experience in accounting, contracting, and/or grants administration.
Ability to work in a customer service-oriented environment.
Excellent oral and written communication skills, interpersonal skills, and the ability to deal with diverse constituencies.
Strong computer competency, to include proficiency in Microsoft Word, Access, Excel, and PowerPoint, and web-based applications.
Demonstrated attention to detail, professional attitude, and ability to maintain confidentiality.
Ability to support the University’s Catholic, Jesuit mission.
Preferred Knowledge, Skills and Abilities
Bachelor’s degree in a related field.
Familiarity with universities and contracting and/or grants accounting experience are highly desirable.
Department Research & Sponsored Prgs Posting Date 02/10/2023 Closing Date Special Instructions to Applicants EOE Statement
It is the policy of Marquette University to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.
Required Documents
Required Documents
Optional Documents
- Resume
- Cover Letter/Letter of Application
- Other Document 1
- References
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