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Grants & Contract Manager, Office of Research and Sponsored Programs

Wake Forest University
United States, North Carolina, Winston Salem
May 27, 2024

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

Current Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Grants and Contracts Manager works independently and provides administrative and financial support to research active faculty in the primary departments of Computer Science, Mathematics, Psychology and Statistics with assignments to other research active faculty as needed; coordinates research staff and general administrative functions to include monitoring research program budgets and business affairs, managing research personnel matters, and interpreting policies and procedures. Provides both pre- and post-grant support for individual faculty and is knowledgeable and responsive to faculty regarding budget and proposal preparation and award administration. Proactively reviews budgets and identifies issues or potential problems. Applies analytical and problem-solving techniques to business affairs including financial and human resource matters related to sponsored research.

Job Description

Essential Functions:

  • Manages all faculty grant, indirect, and start-up funds. Maintains and reconciles detailed budgets for accounts; advises and/or determines which expenditures are within budget guidelines; informs management of irregularities and proceeds with corrective action.
  • Facilitates proposal writers as they identify future grant opportunities. Aids in determining appropriate guidelines, and regulatory requirements. Works with faculty members to prepare budgets and navigate other requirements. Serves as department liaison to the Office of Research and Sponsored Projects, both for the department and individual faculty members.
  • Understands and complies with university accounting policies and procedures.
  • Assists in compiling reports regarding study operations and progress for internal and external stakeholders, including faculty/staff, Research & Sponsored Programs, IRB, and/or study sponsors.
  • Coordinates research personnel actions with Human Resources with regards to job postings, hiring, termination, and employee training. Coordinates graduate student pay with the department graduate program director and with the Graduate School Office. Maintains awareness of graduate stipend levels and other fees. Maintains records documenting research employees' salaries and other HR issues such as job postings and terminations. Serves as liaison to the HR department with regards to research personnel issues on behalf of the department.
  • Understands process and implements appropriate action for faculty summer salary payments and course buyouts.
  • Coordinates time and effort reporting process.
  • Oversees the system for receipt, processing and approval of invoices and expenditure requests through the department to Financial Services, including University P-Card purchases.
  • Prepares monthly operating financial reports for research funds that had activity since the last report; conducts forecasting and budget planning for year-end projections.
  • Serves as liaison between the department and the Procurement Department, Financial Services, Human Resources and Financial Aid (with respect to student employment). Ensures the department follows policies and procedures as set forth by other WFU administrative departments.
  • Oversees preparation of monthly journal entries for reallocating or correcting expenses and maintains documentation.
  • Assists in gathering information for review and negotiation of maintenance contracts related to services provided to and for the equipment supported by sponsored program funds. Tracks and monitors maintenance coverage periods, contract dates, invoice due dates and amounts due.
  • Assists with the monitoring of royalty payments from Intellectual Property held by research faculty. Works with Wake Forest Innovations, the office in charge of managing university IP, and Financial Services as appropriate.

Required Education, Knowledge, Skills, Abilities:

  • Bachelor's degree in business or related field plus two years progressively more responsible accounting/management experience is preferred, however, an equivalent combination of education and experience will be reviewed and considered.
  • Knowledge of office and administrative practices and principles.
  • Knowledge and skills in accounting and budget preparation/management.
  • Knowledge and skill in financial reporting, comparisons, impacts, and/or projections.
  • Proficiency in MS Word and MS Excel.
  • Well-developed planning, administrative, and project management skills; ability to establish goals, prioritize tasks, and mobilize resources in a time-critical environment.
  • Strong interpersonal skills; excellent communication skills, both verbally and in writing, including proficiency in business and scientific writing. Ability to develop and nurture relationships with individuals/organizations having diverse professional expertise.
  • Ability to proactively respond to grant budgeting issues and needs.
  • Ability to solve problems and make decisions.
  • Ability to analyze and interpret policy and procedural questions.

Preferred Education, Knowledge, Skills, Abilities:

  • Experience with federal grants submission and processing.
  • Experience with Cayuse 424 and SP or other electronic research administration system.
  • Experience with Workday.
  • CRA, CPRA, or CFRA preferred.

Accountabilities:

  • Responsible for their own work.
  • Budgetary responsibilities.

Physical Requirements:

  • Work primarily involves sitting/standing, communicating with others to exchange information, operating a computer, and addressing the accuracy, neatness, and thoroughness of the work assigned.

Environmental Conditions: n/a

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full time Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

WakeForestseeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on thebasis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran statusandencourages qualified candidates across all group demographics to apply.

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