Grants and Finance Administrator

Brandeis University is delighted to announce a career opportunity as a Grants and Finance Administrator. This is a position responsible for the administration, management, and oversight of University funds as well as Federal, non-federal, Foundation, and other sponsored programs awarded to faculty in the Division of Science, which includes the Departments of Biology, Biochemistry, Chemistry, Computer Science, Math, Physics, and Psychology; the Programs of Computational Linguistics, Neuroscience, and Quantitate Biology; and the Rosenstiel and Volen Centers.

Job Description:

• Tracking information for sponsored accounts including updating budgets as needed, projecting personnel and non-personnel expenses, monitoring accounts, reviewing account records for accuracy, reconciling all accounts to Workday and generating reports monthly for the Principal Investigators. Work with Sponsored Programs Accounting to review budgets for submission. Also responsible for monitoring grants to avoid over expending and working with the Sponsored Programs Accounting office to facilitate accurate close-out of the accounts. (40%)

• Administering accurate grant policy management for grant funded projects, including interpretation and articulation of sponsor regulations for guidelines/requirements, and university policies. Manages the allocation of funds and monitors expenditures activities for compliance to regulations of granting agencies and university policies from start to close. Complete funding analysis on a monthly basis to ensure grant expenditure according to federal, sponsor, and university guidelines and application. (20%)

• Managing/overseeing the budgeting, reconciling, and reporting for all Division of Science University funds including department operating and discretionary accounts, gift funds, endowment accounts, and recharge centers. (15%)

• Assisting with developing budgets, tracking personnel salaries, processing carry-forwards, re-budget or revisions to grant budgets, preventing or resolving cost over-runs. Work with personnel in the Division of Science administrative groups as well as Sponsored Programs Accounting, Office of Research Administration, Procurement, Payroll, A&S Dean, and other offices to correct errors or overages. (15%)

• Meeting with the Grants and Finance Manager to advise on grant related activities. Instructs new research staff of policies and procedures related to Sponsored Programs’ financial compliance and accounting. (5%)

• Other duties as required. (5%)

Dimensions and Scope:

This position requires a self-motivated, highly organized, high-level thinking individual who can function in an interruption driven environment with minimal errors. This position will interface with multiple faculty and university staff and requires superb people skills and a calm demeanor. Must be able to communicate effectively in person and in writing with staff, faculty, and students within and outside of Brandeis. Requires independence, initiative, and a strong attention to detail.

Additional Info:

The position requires 2 unique skill sets: finance and accounting skills and research administration knowledge. This position deals with problems that are highly varied, complex and often non-recurring, requiring novel and creative approaches to resolution. Need the ability to make decisions quickly and independently, when needed, but who also knows when to ask the Division of Science Grants and Finance Manager for direction. There must also be a willingness to take on new challenges and an openness to change. Flexibility to manage multiple tasks in a sometimes hectic, deadline driven, environment is essential. Demonstrated ability to be organized and flexible in an environment that requires continuous monitoring and reassessment of priorities. 

This is a hybrid position and starts in June 2023.

Qualifications/Attributes:

• BS/BA equivalent required

• 3-5 years of related experience required.

• Excellent oral and written communication to effectively coordinate across offices and groups.

• Outstanding organizational ability and meticulous attention to details to accurately keep track of many moving parts.

• Problem solver who can think ahead, anticipate challenges, and find creative and effective solutions to unusual situations.

• Ability to juggle multiple tasks, allocating and optimizing resources and timelines to manage a task from start to finish and keep everyone appropriately informed.

• Impeccable interpersonal skills with a collaborative work style to create strong working relationships with departments and offices across Brandeis.

• Autonomous worker who does not require micromanagement but knows when to seek guidance and ask questions. Comfortable running assigned projects and tasks with minimal oversight.

• Comfortable taking initiative.

• Working knowledge of MS Office Suite and databases preferred. Must be comfortable with technology and a willingness to learn new systems and programs.

Closing Statement

Brandeis University is committed to providing its students, faculty and staff with an environment conducive to learning and working and where all people are treated with respect and dignity. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, ethnicity, caste, sex, pregnancy, sexual orientation, gender identity/expression, including transgender identity, religion, disability, age, genetics, active military or veteran status and any other characteristics protected under applicable federal or Massachusetts law.