JOB SUMMARY

The NanoPower Research Lab (NPRL) at Rochester Institute of Technology is seeking a full-time Research Program Administrator (grants management specialist) to run many of the day-to-day operations associated with the large portfolio of sponsored research programs in the laboratory. This position reviews and supports pre- and post-award budgets and grant finances from government grants, foundations and/or other grant-award bodies. The position also monitors grant expenditures to ensure compliance with sponsor regulations. The position works closely with the NPRL Principle Investigators (PIs), Sponsored Programs Accounting and Sponsored Research Service personnel supporting program-level planning and goal setting. In addition, with support from the RIT sponsored research and finance teams, the research program administrator is responsible for executing laboratory business operations in accordance with contract requirements and RIT policies and procedures.

REQUIRED QUALIFICATIONS:

• Associate’s degree or equivalent experience
• Minimum of 1 year of relevant experience in the analysis or dissemination of information

PREFERRED QUALIFICATIONS:

Experience with Federal or other grants administration, both pre- and post-award, and handling of Federal research grants preferred.

DEPARTMENT/COLLEGE DESCRIPTION

The NanoPower Research Labs (NPRL) represents a consortium of eight RIT faculty from both the Kate Gleason College of Engineering and the College of Science working on applications of nanomaterials in energy and photonics. Research is focused on the development of new materials and devices for power generation and storage as well as novel materials for photonic and optoelectronic applications. Ph.D., Masters, and undergraduate students from over 10 academic programs conduct research under the supervision of our principal investigators and alongside a full-time staff of scientists and research assistants. The laboratories span over 6,000 square feet of research space located within both the Golisano Institute for Sustainability and the Kate Gleason College of Engineering.

MINIMUM QUALIFICATIONS

• Associate’s degree or equivalent experience
• Minimum of 1 year of relevant experience in the analysis or dissemination of information

The job responsibilities entail the following:

• Grants Administration: Working directly with principal investigators, serves as pre- and post-award grant specialist for specific funding source, or multiple funding sources aligned to assigned grant submissions.
• Assists in managing the grant submission(s) associated with aligned projects. Works with Sponsored Research Services (SRS) to complete the funding proposal, ensuring it is complete and accurate. Ensures all pieces for grant submission conform to the necessary format and adhere to regulatory guidelines.
• Assist with the management of long-term projects, capacity planning, and financial forecasting;
• Monitor on-going and high-volume grant spending for sponsored projects in compliance with award terms and conditions exclusive to each separate award;
• Manage grant administration financial functions for larger awards that require additional technical reporting, and record of progress and expenditures for the sponsor;
• Coordinate all consultant contracts and subcontracts;
• Follows up with faculty to ensure their publications are compliant with publishing body policies.
• Stays up-to-date on federal and University policies and regulations relating to research grant administration.
• Maintains proposal database and provides frequent updates to NPRL Director and SPA on grant progress and success.
• Research potential funding opportunities for Department’s faculty/investigators.
• Represents the Principal Investigators and/or NPRL Director to outside organizations involved in our research. Acts as a resource in working with other departments of RIT and outside organizations/stakeholders.
• Provide extensive administrative activities in support of research awards
• Process journal and budget entries necessary to accurately depict grant spending and appropriately budgeted expenses;
• Process accounting transactions including; accounts payable (invoice payment forms, purchase orders, travel expense reimbursements, online reimbursements) and accounts receivable.
• Process Employee Action Forms (EAFs) online for employee changes including monthly salary redistributions, summer salary payments, and consultant contracts. Monitor EAF approvals to ensure transactions take effect in a timely fashion, following up with approvers as needed.
• Manage undergraduate and graduate student funding; including tuition, stipend, travel and material reimbursements;
• Process all research staff HR paperwork;
• Manage web and social media platforms including drafting copy, announcements, and news;
• Manage and/or coordinate elements of research group policies including hiring, appraisals, travel reimbursements
• Coordinate and manage accounts receivable for NPRL and its associated Enterprise Centers, including entering and managing invoices and payments;
• Coordinate meeting schedules for NPRL PIs and students. Manage SLACK to ensure communication within NPRL;
• Organize, implement and coordinate activities on an annual basis; DIRS holiday party; staff retreat;
• Prepare invoice payment forms, purchase orders, budget reconciliation, etc. Ensure office and budgetary operations are in compliance with RIT policy. Provide contract oversight and expense tracking;
• Conduct monthly PI review meetings to ensure budget accuracy;
• Manage effort reporting EAF’s for NPRL faculty and staff
• Working with the Principal Investigators, prepare annual progress reports for their grants via the Research Performance Progress Report mechanism (RPPR). This includes gathering required pieces to upload to the RPPR including calculating faculty and staff effort information to complete the all personnel report and address budgetary matters/concerns. Assist faculty with completing final financial and project reports at the conclusion of a grant. Serve as point of contact for all faculty in the unit to assist them with this process, making sure all publications are compliant.
• Keeps abreast of trends, such as sponsors’ policies and procedures, as they relate to the field by attending seminars, professional meetings and courses that enhance personal development and strengthen the user function. Participates in professional meeting sessions or workshops as resources and time permit
• Execute competitive and complex procurement (equipment, services and fabrication)
• Plan and coordinate domestic and international travel and meeting arrangements
• Arrange airline, hotel and conference registrations
• Examine and verify all related travel expense reports, ensuring accuracy and compliance with policies
• Coordinate laboratory activities and serve as liaison with other Institute entities
• Arrange the logistics for NPRL staff and group meetings, students-committee meetings, and thesis defenses, visitation of our project sponsors and other visitors;
• Participates in NPRL meetings
• Liaises with staff or various institute departments, including Accounting, Accounts Payable, and Sponsored Programs Accounting