Overview
The Office of Innovation seeks a highly motivated individual to serve as the Grants and Finance Administrator. The candidate will be expected to report to the Assistant Director for Grants and Finance Administration. This individual will be assisting with financial oversight, payment processing, proposal preparation, budget development, financial projections, and reporting as needed by the department. The successful candidate will support activities related to pre- and post-award administration for sponsored projects related to the Office of Innovation (including NSF I-Corp, NSF Engine, NSF ART, etc.), as well as, financial reporting.
Additional responsibilities include assisting with general office duties and providing backup support to administrative staff in the department during peak times throughout the year. Special projects or assignments may be added based on needs of the department.
Responsibilities
Proposal Development (pre-award administration):
- Update biographical sketches, current and pending reports, and collaborator documents for key personnel using SciENcv and ORCID
- Prepares proposals in Princeton ERA; ensuring compliance with Princeton University and sponsoring agency policies and procedures
- Consults and advises project members on content and documentation necessary for proposals to be submitted to funding sources.
- Communicates regularly with internal and external stakeholders to facilitate proposal preparation and submission procedures.
- Prepares budgets, budget justifications, and assists with proposal timeline development
- Ensures accuracy and timeliness of all grant-related materials and applications
- Prepares Just-In-Time information as required by Sponsor.
Award Management (post-award administration) for :
- Actively tracks committed effort for faculty, staff, graduate students, postdoctoral associates, and other technical staff. Assists with effort certification; ensuring compliance with Princeton University policies and sponsor guidelines
- Initiates and coordinates award/sub-award/contract process; processing grant extensions, supplements, or re-budgeting as needed for Office of Innovation awards such as NSF I-Corp, NSF ART, NSF Engines, etc.
- Prepares cost transfers, no cost extensions, and other prior approval requests as needed
- Reviews and approves expenses in accordance with federal and University guidelines;
- Monitors spending patterns and balances to prepare financial reports or projections and communicates progress with Faculty/Staff.
- Assists with preparing and submitting interim or final project reports
Financial Administration:
- Initiates contracts with consultants, vendors, and participants. Updates the contract language as needed when there is a policy change for the NSF I-Corp
- Assists with on-boarding of vendors or individuals in the procurement work center
- Processes stipend or contract payments to participants and vendors as needed for the NSF I-Corp, NSF ART, NSF Engines, etc.
- Acts as the point of contact for questions regarding outgoing payments for the NSF I-Corp award
- Assists with the preparation and processing of expense reports, reimbursements, requisitions, and similar financial related activities; ensuring compliance with Princeton University policies and Federal regulations
Other:
- Assists with entering data in CRM (e.g. Salesforce), as needed.
- Other administrative duties as assigned
Qualifications
Essential Minimum Required Knowledge, Skills, Competencies, and Abilities:
- Bachelor’s degree in Business Administration, accounting, or other business-related discipline
- Knowledge of grant proposal processes, grant administration, federal sponsoring agency policies, and finance in an academic setting
- Exceptional attention to detail, ability to analyze, interpret data and make independent decisions
- Ability to use advanced techniques in spreadsheet, database, and/or presentation software.
- Ability to handle multiple assignments concurrently and re-prioritize; ability to successfully adapt to rapid change.
Preferred Knowledge, Skills, Abilities, Experience, and Other Education:
- Experience with University policies, procedures, and financial systems preferred.
- Knowledge of financial analysis and projection, accounting processes, and budgeting is preferred.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
Standard Weekly Hours
36.25
Eligible for Overtime
No
Benefits Eligible
Yes
Probationary Period
180 days
Essential Services Personnel (see policy for detail)
No
Estimated Appointment End Date
12/31/2026
Physical Capacity Exam Required
No
Valid Driver’s License Required
No
Experience Level
Associate
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