Grant Administrator

Apply now Job no: 494323
Work type: Administrative Faculty Full Time
Location: Golden
Categories: Business/Accounting/Finance/Audit

Position Title: Grant Administrator
The Opportunity:

The position of Grant Administrator will be responsible for the expense management of research grants and contracts in the Office of Research Administration (ORA). This position is a key member of the research team and serves as a resource to faculty and administrators in the financial administration of sponsored research awards. Essential duties include the set-up of new awards in the financial system, expense and account monitoring, financial reporting, financial closeout and other post-award financial analysis and support for sponsored awards.

The Grant Administrator interprets federal, state and School terms and advises Mines’ research community on their application. This position requires critical thinking skills to apply regulatory interpretation to sponsored activity. This position will also be responsible for independently compiling, analyzing, and presenting financial data. In addition, they will be required to work with campus constituents including faculty and staff to manage and reconcile sponsored activity.


Award set-up and modifications

Create new research accounts and amend existing accounts in the School’s financial system and ORA’s enterprise project tracking system.  Utilize information obtained from the legal agreement, proposal documents and other project related documents. Decides appropriate financial codes to input into the School’s financial system to accurately administer and monitor awards in accordance with federal regulations, sponsor terms and conditions, and School policy.

Award Financial Monitoring 

  • Monitor, review and reconcile award budgets, balances and expenses.   This includes deficit monitoring and expense review both pre-expenditure and post-expenditure. Expenses must be allowable, allocable, and reasonable in accordance with grant terms and conditions, the budget limits and period of performance.
  • This position will work with the other ORA staff (i.e. Contract Administrators) to review deficit spending requests (currently, At-Risk Spending Requests) to determine if the financial risk to the School is acceptable under current policy and practices.
  • Review, approve, and perform salary redistributions and journal entries as needed to ensure proper expenditure accounting.
  • Identify, investigate and resolve discrepancies or errors found within research accounts. Resolution will require coordination with the applicable faculty members, ORA staff members, other departments and/or project sponsor, as applicable. 
  • When allowed under the terms and conditions of the agreement, the Grant Administrator will approve faculty requests for no-cost time extensions, budget deviations, and pre-award spending.
  • Assist the Property Manager in the Controller’s Office to ensure all equipment is titled, accounted and tagged properly within School systems and  per regulations.
  • Develop and/or update ad-hoc reports using data from Banner, Cognos or other database applications for tracking, diagnostic and financial analysis of sponsored activity.

Award Reporting 

  • Prepares and accurately submits required financial reports within sponsoring agency timeframes. This position will analyze the financial statements, supporting documentation and other necessary information for each research account to ensure accurate financial reports are submitted.
  • Prepares and accurately submits required non-financial reports within sponsoring agency timeframes. This includes Property Reports, Patent Reports, Cost Share reports, etc.
  • Utilize School systems, such as Banner, Cognos and ORA’s project software, to extract data needed for required reporting. Successfully navigate sponsor reporting systems to submit required reports.

Award Closeout

  • Determines and performs all closeout actions required by sponsoring agency and School policy and procedures, including, but not limited to:
    • Maintain a detailed tracking of closeout activities
    • Track all outstanding accounts receivable actions to successfully coordinate the process of financial closeout between the grant sub-ledger and the school’s General Ledger
    • Perform final expense review and account reconciliation

Training and Process Improvement

  • Provides guidance, advice, and training in policy, procedures, and regulations related to research administration to faculty, department administrators, college fiscal officers and other administrative departments.
  • Actively participate in office wide process evaluation and reengineering efforts. Critically evaluate process and procedures with a goal of efficiency and optimal resource utilization. Make recommendations for improvements to management and lead improvement efforts if approved.
Minimum Qualifications:
  • Bachelor’s degree in accounting, finance, business administration or the equivalent in experience
  • Working knowledge of federal and other pertinent external research regulations
  • Ability to use spreadsheets, databases, presentation software, and enterprise financial systems
  • Demonstrated customer service skills, the ability to work effectively with a wide range of constituencies in a diverse community and ability to meet multiple deadlines 
  • Analyzation and problem solving skills including the ability to use independent judgment
  • Effective oral and written communication skills
How to Apply: Review of applications will begin on Monday, August 3rd. Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.
Total Rewards: Starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information. Mines provides an attractive benefits package including fully paid health and dental insurance. Part of Mines' mission is to create a family-friendly environment supported through our dependent tuition benefits, parental leave benefits, and dependent care assistance plan, as well as in special events, camps, and programming. For more information visit:
Background Investigation Required: Yes

Advertised: Mountain Daylight Time
Applications close:

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