Grant and Contract Administrator, Department of Medicine

The Grant and Contract Administrator (Grant and Contract Administrator II) is a critical team member in the Department of Medicine's Business Office. The overall objective of the office is to provide operational and financial management support to multiple divisions and faculty within the Department of Medicine (DOM). The Grant and Contract Administrator plays a pivotal role in overseeing a diverse portfolio of financial accounts, including research grants, state accounts for Division operations, Continuing Medical Education (CME) funds, faculty reimbursement accounts, clinical accounts, and commitment accounts. This position plays a key role in ensuring compliance with sponsor and federal regulations, university policies, and department guidelines, and will prepare specialized reports and budget proposals required by institution and funding agencies. The role is integral to the effective financial management of the department's research and operational accounts, ensuring compliance and providing essential support to faculty and research teams.

This position may be eligible for a flexible schedule work arrangement in conversation with the supervisor.

Applicants must be currently authorized to work in the United States.

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!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Financial Management & Compliance

• Assist in managing UA and UA Foundation accounts within assigned divisions, supporting budget development, financial analysis, expense tracking, and reporting with oversight by higher level Grant and Contract Administrator.
• Monitor financial compliance with GAAP, NIH, NSF, ADHS, private sponsors, and institutional policies. Identify and address potential compliance issues, escalating complex cases when necessary.
• Review and process action items in UAccess Financials, including capital asset management, financial processing, chart of accounts, and workflow eDoc requests.
• Assist with the preparation of the Department and Center(s) College All Funds Annual Budget, including salary projections, operational costs, travel, capital equipment, and other financial elements.
• Support fiscal oversight of UA accounts within assigned divisions, including state-funded, clinical, CME, faculty reimbursement, and commitment accounts.
• Help prepare and distribute the Financial One-Pager to Division Chiefs and PIs, ensuring alignment with financial goals.
• Support post-award financial management, including reviewing awarded contracts and ensuring compliance with sponsor terms, tracking and reviewing subaward invoices, coordinating PI approvals, and collaborating with UAHS Research Administration. Identify cost-saving strategies for purchasing supplies, services, and equipment. Escalate complex financial issues as needed.
• Monitor and prepare federal effort certification reports for bi-annual review and ensure compliance with federal grant requirements.

Compliance & Policy Implementation

• Advise accounting teams and department/division staff on financial, technical, and operational policies.
• Interpret and apply guidelines, regulations, and policies set by the university, sponsors, and external agencies, complex issues.
• Support compliance with sponsor regulations for externally and internally funded accounts, assisting in audits and financial reporting as needed.

PI & Research Grant Support

• Serve as a liaison between PIs and Sponsored Projects, ensuring accurate tracking and compliance with research grants and contracts.
• Prepare and provide internal financial reports to PIs, advising on spending, burn rate, budget reallocations, and carryover requests and escalating complex financial matters to Grant and Contract Administrator III.
• Support financial reporting efforts for Sponsored Projects, responding to concurrence report requests and ensuring accurate expenditure tracking.

Meetings & Administrative Support

• Participate in department, division, PI, and team meetings, providing financial and operational support as needed.
• Respond to daily email and voicemail correspondence from administrative staff, research staff, PIs, accountants, and department leadership.

Knowledge, Skills, and Abilities

• This position requires a strong understanding of post-award grant management and the ability to interpret and enforce financial regulations.
• This position requires great attention to detail, the ability to work in a fast-paced environment, excellent communication skills, and a working knowledge of generally accepted accounting principles.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Three (3) years of relevant work experience is required or equivalent combination of education and work experience.