University of Arizona

Contracts:

• Review and monitor incoming award agreements; coordinate with ERAS (Engineering Research Administrative Services) Sponsored Projects to ensure timely execution of all award documents and contracts.
• Review budget loads for new sponsored project accounts and notify the Business Office team of newly established accounts for tracking and reconciliation purposes.
• Maintain accurate records of all executed agreements and funding documents to support internal reporting and compliance.

Post-Award Administration:

• Conduct monthly reviews of sponsored project accounts to identify new accounts, track project end dates, and monitor for deficits or unusual expenditures.
• Analyze deficit accounts and communicate detailed explanations and recommended actions to the Director for resolution.
• Prepare and submit invoices for externally funded accounts not invoiced by Sponsored Projects, ensuring timely and accurate billing in compliance with sponsor requirements.
• Respond to inquiries from the Business Office staff and fund accountants regarding grant-related financial transactions, ensuring clarity and compliance.
• Provide budget projections and spending forecasts to Principal Investigators (PIs) upon request, utilizing current expenditure trends and award timelines.
• Collaborate with Sponsored Projects Post-Award staff to backstop accounts as needed and ensure uninterrupted project operations.
• Review and approve effort certification reports related to sponsored research and non-sponsored accounts.
• Assist faculty and Business Office personnel with developing and maintaining funding plans for ongoing and future research expenditures.
• Stay current on and interpret applicable university, state, and federal rules, regulations, and policies related to research administration; ensure their proper application across sponsored projects.
• Disseminate relevant policy updates and regulatory changes to the Business Office team to maintain compliance.
• Coordinate and process Winter/Summer supplemental compensation for faculty and Graduate Research Assistants by gathering appropriate funding information, completing required forms, securing approvals, and submitting them to the appropriate administrative office.
• Support award close-out procedures, including final reporting, reconciliation, and documentation of residual balances or deficits.
• Review, prepare, and approve procurement and financial transactions including requisitions, purchase orders, reimbursements, Pcard purchases, and internal billings; assist in vendor setup as needed.

Financial Reports and Account Reconciliation:

• Compile and provide quarterly reports to the Director, Faculty (PIs), and Department Heads, comparing proposal submissions with awarded grants and foundation funding outcomes.
• Prepare and assist in the development of financial and administrative reports to support internal planning and budgeting processes; analyze and interpret financial data to support decision-making.
• Participate in the monthly financial reporting cycle, ensuring data accuracy and timeliness.
• Participate in quarterly account reconciliation meetings with Principal Investigators, program directors, and Business Office staff to review project financials, resolve discrepancies, and document action items or follow-ups for each project file.
• Communicate account deficits and required actions clearly and in a timely manner to the Director and relevant stakeholders to facilitate resolution and maintain compliance.

Knowledge, Skills, and Abilities:

• Proficiency in financial reporting and data analysis, including experience with tools such as Microsoft Excel, Tableau, or other financial systems for budgeting, forecasting, and tracking grant expenditures.
• Demonstrated knowledge of federal and non-federal grant regulations and guidelines, including Uniform Guidance (2 CFR 200), NIH, NSF, or other major sponsor requirements.
• Strong interpersonal and written communication skills, with a demonstrated ability to work collaboratively with faculty, staff, and administrative units, and to provide excellent customer service in a research or academic environment.