Grant Manager

27447BR

Office of Research

Position Overview

This position encompasses a wide range of activities related to overall compliance with university and federal policies and procedures for sponsored project payroll and sponsorship, as well as research administration compliance programs including effort certification, subrecipient monitoring and program audit.

This position shares responsibility for and oversees auditing of payroll transactions for sponsored project-funded personnel at the University of Kansas. This position also shares responsibility for and oversees processing of retroactive fund adjustments (RFAs) and serves as a liaison for payroll related questions and problems. In addition to payroll keying audit and payroll exception oversight, this position also encompasses a variety of sponsored project administration such as oversight of tuition and fellowship sponsorship process and reimbursements to KU.
The incumbent shares responsibility for and oversees effort certification program, including serving as a subject matter expert and functional administrator for eCRT, an enterprise reporting system. This position works closely with Research Systems administrator and acts as a liaison with university IT or other electronic system representatives for trouble shooting or other technical aspects of administering the eCRT system or other payroll activity. Additional effort certification program management responsibilities include training of university effort coordinators and certifiers, ensuring effort reporting processes are available and current and working with Assistant Vice Chancellor to identify and address inconsistencies and/or risks of non-compliance.

The incumbent shares responsibility for and oversees subrecipient monitoring program, including serving as a subject matter expert for single audit and assisting with continual improvement in subrecipient monitoring processes and procedures. This position will work closely with Office of Research units to ensure subrecipient monitoring processes and activity are in compliance with Uniform Guidance and meet best practices for ensuring compliance. The incumbent for this position is expected to work congenially and cooperatively under extreme pressure and tight deadlines. The incumbent will work closely with Associate Directors of Research Administration, Pre-Award Services, Contract Negotiations, Award Management Services, Post Award Services, other Office of Research staff, and university personnel regarding payroll and effort, audit and reporting, related electronics systems, and overall administrative compliance issues. The incumbent will serve as a subject matter expert to represent Office of Research on these topics for various university initiatives as directed by the Assistant Vice Chancellor of Research.

Job Description

30% Payroll Audit

• Monitor daily payroll exception reports generated by Financials in the Cloud (FITC), analyze causation, and make available to award management staff for resolution. Collects and reports details as requested by the ACA team lead.
• Oversees monitoring audit of payroll appointments and verify that appointments comply with the sponsoring agency, university, and state payroll guidelines. Verify that funding is active, and that the appropriate budget line for the appointment exists. Suggest process improvements to ensure efficient payroll keying processes for research staff.
• Serve as a backup for RFA processing.
• Serve as a liaison between Office of Research and members of the university community to advise and resolve sponsored project-funded payroll-related questions and problems.
• Combo code management: ensure timely establishment of combo codes based on budget summary distribution and Funding Setup Request forms. Additionally, assists with the management of deactivation of combo codes when projects end.
• Work with KU Central Payroll Office and the university research community to provide assistance with answering all payroll information requests and resolving any sponsored project funded questions or issues.
• Maintain knowledge and understanding of established methods and systems to process payroll appointments. Assist in developing new processes, as needed, both for Office of Research staff and as a stakeholder for campus-wide processes.
• Assist as requested to develop training resources for payroll keying to Award Management Services staff in conjunction with University Payroll and Human Resources staff.

• Oversee and manage overall effort certification program including effort certification processes, policies, training, and enterprise systems, working closely with Office of Research system managers and university system or IT managers.
• Lead collection and tracking of effort certifications. Provide monitoring reports for RFA activity and assist with process improvements to address trends seen in monitoring reports.
• Act as a resource for effort coordinators, who assist certifiers with questions or concerns surrounding effort certification.
• Assist as requested to develop and deliver training and reference materials for certifiers and effort coordinators.
• Assist with maintenance of effort certification processes and policies, and work with communications team to ensure availability to campus.

• Assist with initial review of Single Audits from sub-recipients and follow escalation path for additional review as necessary.
• Assist with management of overall subrecipient monitoring program. Assist with desk audits and other tasks as assigned by the subrecipient monitoring workgroup.

• Oversee staff working with the departments, shared service center staff and appropriate university offices to expedite timely processing of payments related to tuition and fellowships. Ensures compliance with university and sponsor policies and escalates as necessary to Associate Director, AMS for non-compliance risk.
• Supervise reconciliation of tuition and fellowship sponsorships to bills received from KU.
• Serve as a liaison between Office of Research and members of the university community to advise and resolve questions and problems related to grant funded tuition and fellowships.

• Provide audit support or documentation for annual single audit requirements or other sponsor specific audit requests as requested by ACA team lead.
• Provide special reports as requested.
• Represent the Office of Research in various work groups and committees, as determined by the Office of Research leadership.
• Perform other duties as assigned.
• Supervise Grant Specialists assigned to Administrative Compliance and Audit unit.

Required Qualifications

Preferred Qualifications

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

Advertised Salary Range

$75,000.00

Application Review Begins

25-Mar-2024

Anticipated Start Date

01-Apr-2024

Primary Campus

University of Kansas Lawrence Campus

FLSA Status

Administrative

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative/Management-KUL

Conditions of Employment

Contingent on Funding

Work Location Assignment

Telework

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.