Administrator, Research Funding (Grant and Contractor Administrator III), HMBC

The Harshbarger-Mines Business Center (HMBC) Grants & Contracts Team in the College of Engineering is looking for a Grant and Contract Administrator III to support the Arizona Transportation Institute (AzTI). The position will provide pre-award and post-award services related to grants management, proposal review and preparation, administration and financial activities, including reporting, financial projections, financial reconciliation, procurement, and accounting services. Collaborates with the principal investigator and other research staff to ensure compliance with regulations, terms and conditions. A high degree of professionalism, confidentiality and initiative is expected. This position will solely support the Arizona Transportation Institute (AzTI).

The incumbent will be responsible for subrecipient monitoring of the operational budgets for Arizona State University and Northern Arizona University that will be issued as support for the administrative work of AzTI at each institution. Responsibilities will also include working to establish subcontracts with each institution following competitively selected annual research awards, up to 12-15 new subcontracts each year, and providing oversight, including working with the subcontract team to issue agreements, manage and monitor expenses including receiving invoices, reviewing expenditures, authorizing payments, and managing close out procedures.

Arizona Transportation Institute (AzTI), established by three state universities (UA, ASU, and NAU) in 2024, is to serve as a collaborative platform to manage and oversee the allocation and utilization of federal research funds provided through ADOT. AzTI, led by UA, is charged with the responsibility of carrying out transportation research processes that will support transportation research needs for ADOT and for the State of Arizona to produce useful information and recommendations that can address transportation concerns for ADOT, local jurisdictions, other states, and researchers, and to support the development and operations of an integrated, multimodal transportation system that facilitates the efficient, economic movement of people and goods; and supports community development and social goals.

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Grant and Contracting Management:

• Act as a fiscal officer on assigned sponsored and non-sponsored accounts. Serve as initial contact and manage the process for all research sponsored and non-sponsored projects financial contract needs, to ensure college financial agreements are in compliance and executed in a timely manner.
• Oversee all post-award day-to-day budget, financial, operating and reporting activity.
• Prepare or coordinate preparation of financial and administrative reports, including quarterly and annual reports, and analyze and interpret statistics, financial data, and management planning data for predicting resource needs and developing long range plans.
• Track grant revenue and expenses to meet project deadlines and terms.
• Prepare required, operational, and special budgets.
• Review monthly reporting with appropriate personnel to ensure data integrity and shifting priorities are accounted for.
• Ensure compliance of Sponsor terms & conditions and University, Federal, and State regulations, including overseeing subcontracts to outside partners ensuring adherence to scope of work and budgetary restrictions.
• Work closely with Sponsor, University, Primary Investigators (PIs), and/or accountants to ensure relevant and appropriate activities are performed timely and accurately, and answer questions regarding expenses and reporting.

Budget Management:

• Review, process, and/or approve day-to-day business transactions with accuracy, completeness, and in compliance with university policies. This may include updating distributions, salary transfers, processing external awards, general expense corrections, reviewing transaction detail reports.
• Reconcile UA P-Card transactions for the department for charges processed on sponsored and non-sponsored accounts, following UA Policies and Procedures.
• Develop and establish procedures for the budget process and daily operations according to policies and procedures established by the university, college, and outside governing agencies.
• Provide advanced level of support with the preparation and management of departmental operating budgets for research funding sources (grant, contract, local, etc.) based on trend analysis, forecasting, and guiding principles, including expense forecasting.
• Provide explanations and recommendations for operational budget variances, analysis of posted expenses, and available account balances.

AzTI Center Support:

• Coordinate and perform day to day operational and administrative activities in support of research programs.
• Create and oversee complex record-keeping systems and databases. Analyze complex information related to program administration, and provide the information in reports and documents to PIs.
• Work cross-functionally with departments, their leaders, and administrators in the college and in the University to move research related objectives forward.
• Interacts and maintains liaison with PIs, staff, and outside/community agencies in facilitating research program objectives.

Communicate with multiple stakeholders to train and provide guidance on University and Sponsor policies and procedures.

Additional duties as assigned.

Knowledge, Skills, and Abilities

• Excellent communication, analytical, and problem-solving skills.
• Ability to develop comprehensive budgets using Excel and auto-generated financial reports.
• Ability to work in close collaboration and independently.
• Knowledge of accounting principles, practices, principles and procedures. to include uniform guidance.
• Skill in preparing detailed reports on a timely basis.
• Ability to work in a fast-paced environment, prioritizing tasks and responsibilities, and responding positively to unanticipated changes and meeting deadlines.
• Professional demeanor and regard for confidentiality and handling sensitive information in a discreet manner.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 5 years of relevant work experience, or equivalent combination of education and work experience.

• Demonstrated experience with University financial accounting, budgeting and financial planning for all University fund types to include, but not limited to, sponsored grants and contracts, state, auxiliary, designated, indirect cost, and UA Foundation.
• Proficient with setting and communicating priorities and effectively planning and organizing the work of projects.
• Previous experience with UA enterprise system such as UAccess Research, Analytics, Financial, Student, and Employee.
• Previous experience working with sponsor budget forms, including the federal R&R budget form