Sponsored Research Administrator - Robotics Institute

Responsible for a broad range of research grant and contract management functions (i.e. fiscal, compliance, proposal development and management) supporting multiple faculty members and/or laboratories that have multiple moderately complex grants with different end dates. Interprets regulations and guidelines for program submission and funding (both university and agency); consults with faculty on various options/scenarios that can be used in proposal planning and execution; develops forecasts and budgets and oversees post-award management through renewal or close-out. Interfaces with other university departments (OSP, SPA etc) and sponsoring agencies.

Responsible for a broad range of research grant and contract management functions (i.e. fiscal, compliance, proposal development and management) supporting multiple faculty members and/or laboratories that have multiple moderately complex grants with different end dates. Interprets regulations and guidelines for program submission and funding (both university and agency); consults with faculty on various options/scenarios that can be used in proposal planning and execution; develops forecasts and budgets and oversees post-award management through renewal or close-out. Interfaces with other university departments (OSP, SPA etc) and sponsoring agencies.

80% Post Award Administration - Works closely with SPA on sponsored project award management from account setup, ongoing management and final award closeout. Understands and provides guidance to faculty and staff on applicable federal regulations, CMU policies and procedures, and other sponsor specific guidelines.  Establishes accounts in financial systems, re-budgets funds, and monitors or modifies awards and expenditures. Completes expense and labor re-distributions transactions. Create payroll  redistribution adjustments, feeder cost transfers, and accounts payable redistribution forms and obtain needed signatures for completion and routes form to appropriate department for processing and ensures financial posting of correcting transactions. May monitor and coordinate the subcontracting process and approves invoices or routes them for approval to Principal Investigators. Provides financial reporting to faculty on various sponsored projects and for various programs on monthly, quarterly, or annual basis. Conducts variance analysis; researches the causes of variances between planned and actual expenses. Works with other areas of the University (Office of Sponsored Projects, Sponsored Projects Accounting, Procurement, etc.) on a regular basis to solve complex problems related to labor allocation, accounting and post-award related issues. Interprets regulations and guidelines for program funding (both university and agency) for multiple moderately complex grants. Provides monitoring of grants and contracts to ensure expenses are being paid according to contracts. Prepares renewals  and reports for sponsoring agencies. Provides faculty members with various options and scenarios that can be used in award planning or during the execution of the work (i.e. assessing labor allocation and distribution across multiple awards, etc.)

10% Expense Approvals - Reviews and approves RI's campus PO's, ER, PRC, and Concur travel expenses. Provides guidance on university's Business and Travel Expense and Purchasing Card policies. Acts as "go to" resource for ER and P-card questions and concerns. Works closely with institute's faculty, staff, and students to make certain ERs and PRCs and their business justifications meet published policies and guidelines. Answers all routine and most unique questions directly. Works closely with university's central administration; i.e., Oracle Help Desk, Accounts Payable, Procurement, Internal Audited to aid in meeting university policies. Responds to ER and PRC audit requests from the Finance division. Actively mentors transaction preparers to create transactions in an efficient and compliant manner.  Approves invoices and monitors expenses.

5%  Pre-Award Administration - Provides professional level budgeting support for the submission of proposals, through use of the University’s SPARCS System. Provides faculty members with various options and scenarios that can be used in a proposal's planning or during the execution of the work (i.e. assessing labor allocation and distribution across multiple awards , etc). Develops forecasts, and budgets for faculty members and assists in proposal creation and submission, including the preparation of proposal budgets, often with multiple subcontractors. May advise senior faculty members, and department administration, on long-term financial viability of department/center related to sponsored funding given multiple grants and contracts from various sources with differing project end dates.

5%  Query, Report Management, Data Analysis -  Prepares various standard or custom financial queries on a monthly basis and actively works accounts funding, budgeting, receivables, balancing, and closing. May prepare monthly Budget Management Spreadsheet and distributes to business managers. May prepare monthly GM FY Funding Source Actuals and Forecast Report. Prepares and manages monthly At Risk query, analysis and resolution. Prepare monthly effort analysis on sponsored awards. May perform data analysis and financial forecasting for various sponsored and non-sponsored funding sources. Other business duties as required in support of the operations of the Robotics Institute.

Preferred Qualifications (years of experience, degree level, certifications, etc)

• Bachelor’s degree in Accounting, Business/Business Administration, Finance or other relevant field required

• 1-3 years of relevant finance or business administration experience required

• 1-3 yrs. - Sponsored Research Administration Experience

• Certified Research Administrator certification preferred

• Higher education experience preferred

•  Work Posture: This position is operating on a hybrid schedule, with an on-campus/in office presence one day a week. On-campus/in office presence requirement may increase.

•  Typical work schedule is Monday-Friday from 8:30am-5:00pm.

A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Required Skillsets (proficiencies, competencies, research, software skills)

You should have excellent interpersonal, communication, and organizational skills, as well as good analytical and problem solving skills. Adaptability, excellence, and passion are vital qualities within the Robotics Institute. Inclusion, collaboration and cultural sensitivity are valued competencies at Carnegie Mellon University. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners with a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Nice-to-have Skillsets (proficiencies, competencies, research, software skills)

• Microsoft Excel

• SPARCS

• Oracle Financials

• Expense approvals

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance. 

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

Location

Pittsburgh, PA

Job Function

Research Administration

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis

Salary

More Information: 

• Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world. 

• Click here to view a listing of employee benefits

• Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran. 

• Statement of Assurance