1. Position Summary What is the main purpose of this position? Why does it exist? (e.g., to administer client database; to create marketing strategies; to provide administrative support to department of 6 people, etc.)
Handle all aspects of grants administration for the CSE Department, from proposal submissions to managing and monitoring grants from inception to close out. Pre- and Post-Award duties will include the following:
The Grants & Proposals Manager will help faculty with proposal preparation. This will involve collaborating with Kurt Becker’s Tandon Office of Sponsored Research as well as other Tandon departments, NYU schools or external institutions in the coordination of proposals submitted by the CSE faculty member. This will include helping the faculty draft initial proposal budgets, reviewing CVs for correct formatting, tracking current and pending lists for faculty to make sure they are updated and any other non-scientific administrative elements required for the proposal submission. After proposals are submitted, the grants manager will also ensure chartfields are set up by SPA or the development department and that the awarded proposal budgets are correctly uploaded into the budget mod system. Work with the Tandon OSR office with any budget revision requests from sponsors.
Manage complex fiscal accounting records for funds 20, 22, 24 and 25 chartfields supporting the department’s research activity, including federal grants, gifts, and subcontracts and start up funds. Monitor payroll of all personnel on all funds managed. Monitor OTPS expenses charged to all chartfields managed. Remind faculty to submit annual and final reports for their grants by their deadlines. As the department’s grants contact person, review, track, and advise the Sponsored Programs Accounting Office (SPA) on the accuracy of financial reports and/or invoices sent to funders as well as assisting the SPA department with grant close out process. Coordinate with the Tandon OSR and Washington Square OSP office to ensure appropriate paperwork is filled out when additional increments for grants are received or modifications are needed to amend grants, subcontracts, consultant agreements, and similar tasks. Assume role as Pre-reviewer in ERS during the fall, spring and summer effort certification periods and review that all effort/payroll reflected in ERS match what was allocated/charged to the grant for the certification period. Work with the faculty to make sure effort is accurate and that they certify in ERS in a timely manner. Work with the Sr.Financial Analyst in the Cost Analysis area of SPA to revise any ERS forms as needed to reflect accurate effort on project being certified. Perform any needed retroactive payroll cost transfers as needed and in a timely manner. Ensure any cost sharing is tracked and processed accordingly. Track subaward spending on grants to ensure appropriate spending according to awarded budget. Verify that student stipends are correctly processed in Workday and/or SIS system. Work with the faculty, Department Manager and Program Coordinator/HR Analyst to ensure personnel and students are hired on their grants with the correct account codes and payroll amounts. Assist faculty with budget projections on their grants. Work with other NYU departments where CSE faculty have joint or affiliated appointments elsewhere (ie. Courant). Approve reimbursements in AP Workflow, payments processed in iBuy, and other administrative processes involved in the post-award management of grants. Ensure up-to-date knowledge of grant compliance policies, and maintain strong working relationships with the personnel in the OSR, OSP, SPA and other central university offices.
•Perform special grants related reports for the department chair, Kurt Becker and Tandon finance office.
•Track number of proposals submitted by the department every year
•Track total research expenditures incurred by the department and report to the Dept Chair every FY
•Track effort and cost allocations of faculty who take salary from their grants during the academic year and ensure any appropriate RIA transfers are processed the Tandon Budget Office.
•Assist the Department Manager with the processing of summer salary
•Assist faculty with GAANN qualification based on their FAFSA submissions
•Assist faculty with other ad-hoc financial reporting done at the department level, such as DARPA, required by sponsors
Required Education - Bachelor’s degree
Required Experience – Minimum of 5 years of experience working with grants and contracts.
Required Knowledge, Skills, and Abilities – Proficiency with use of computers, experience in excel, electronic mail and internet systems. Should be well organized and self - motivated with good people skills. Must be able to work flexible hours.
Preferred Education – BS in related field.
Preferred Experience – Over 5 years of experience in related area.
Preferred Knowledge, Skills, and Abilities – Familiarity with university policies and procedures, particularly grants and contracts, in addition to familiarity in a research, technical and /or grant funded environment.
EOE/AA/Minorities/Females/Vet/Disabled/Sexual Orientation/Gender Identity