Grant and Contract Administrator I, Engineering Business Center-North (Multiple Positions)

Grant and Contract Administrator I, Engineering Business Center-North (Multiple Positions) Posting Number req22822 Department ENGR Business Services-OEBC Department Website Link Engineering Location Main Campus Address Tucson, AZ USA Position Highlights

The Engineering Business Center-North, within the College of Engineering at the University of Arizona, is seeking a detail-oriented and proactive Grant and Contract Administrator I. This position is part of the business and administrative support team serving four academic departments: Academic Affairs, Aerospace and Mechanical Engineering, Biomedical Engineering, and Systems and Industrial Engineering. The Grant and Contract Administrator I will support the management of sponsored project accounts by assisting with contract review, post-award administration, financial tracking, and reporting in compliance with university policies and sponsor regulations.

Key responsibilities include reviewing and monitoring sponsored project budgets, identifying and addressing deficits, preparing financial projections for Principal Investigators (PIs), coordinating with Sponsored Projects for invoice submissions and account closeouts and assisting in the submission of supplemental compensation. The position will also compile and present financial reports, track proposal and award activity, and support audits and sponsor site visits. Post-award management is based on overseeing various faculty portfolios that span a diverse range of sponsors, including federal agencies such as the NIH, NSF, DOD, Air Force, Navy, and Army, among others. This requires a nuanced understanding of different sponsor requirements and funding mechanisms.

The ideal candidate will work under general supervision and should have a foundational understanding of grants management and sponsored research administration in a university setting. They will collaborate closely with faculty, research staff, and the Business Office team to ensure the accurate and timely administration of research funding. Strong organizational and communication skills are essential, as this role requires frequent interaction with internal stakeholders and university units to interpret and apply financial policies and procedures. This position reports to the Director of Finance and Administration and plays a vital role in supporting the research mission of the College of Engineering.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

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.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience required.

Preferred Qualifications

• Experience using university research administration and finance systems.

FLSA Exempt Full Time/Part Time Full Time Number of Hours Worked per Week 40 Job FTE 1.0 Work Calendar Fiscal Job Category Research Benefits Eligible Yes - Full Benefits Rate of Pay $53,039 - $66,299 Compensation Type salary at 1.0 full-time equivalency (FTE) Grade 7 Compensation Guidance The Rate of Pay Field represents the University of Arizonas good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidates work experience, education/training, key skills, and internal equity.

The Grade Range represent a full range of career compensation growth over time. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator . Career Stream and Level PC1 Job Family Grant & Contract Admin Job Function Research Type of criminal background check required: Name-based criminal background check (non-security sensitive) Number of Vacancies 2 Target Hire Date Expected End Date Contact Information for Candidates Mauro Oliveros | ... Open Date 5/28/2025 Open Until Filled Yes Documents Needed to Apply Resume and Cover Letter Special Instructions to Applicant Please note: Candidates selected to advance to the second round of interviews will be required to complete a work product as part of the evaluation process. Notice of Availability of the Annual Security and Fire Safety Report In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the Universitys campuses.Thesereports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at ....