Brown University — Grants and Financial Specialist

Job Description:

The Grants and Financial Specialist independently manages all matters pertaining to grants administration, both financial and administrative, and has financial oversight and administrative responsibility for the sponsored projects.   This position provides high-level comprehensive pre- and post- award management, subcontract administration, and financial analysis.  This position is the administrative liaison between the Division/Department, OSP, collaborating institutions, sponsoring agencies and principal investigators (PIs).  The incumbent has a broad scope of responsibilities and knowledgeable of research administration, including financial matters.

1.    Major Responsibility:  Financial Management   40%
Supporting Actions:  Independently manages grant portfolio and acts as a resource/mentor to the Grants and Financial Coordinator.  Uses financial analytics, and develops tools and reports for faculty. Develops detailed reports for faculty on the financial status of awards, including forecasting of expenditure rates and personnel management strategies, to guide faculty with short- and long-term planning.  Interacts with faculty to develop financial strategies to expend available funding in keeping with budgetary constraints and sponsored agency cost rules and regulations.  Advises PIs and Department manager on research funding matters such as proposal preparation and maintaining appropriate stewardship of funds received from external sponsors and donors.  Assist with financial information, such as cost-sharing and financial closeout for timely account reconciliation.  Oversee grant related purchases and maintain equipment inventory.
Analyzes availability of graduate student academic and summer support through grant funding or other sources of support.  Assures PI academic and summer effort is pro-actively planned and expensed.  Independently designs and implements the upkeep of complex spreadsheets and databases for tracking effort.  Tracks PI salary to remain in compliance with minimum sponsor thresholds.   Coordinates re-budgeting requests for revisions and just-in-time requirements, as well as prior approvals (e.g, pre-award spending, no-cost extensions).    Requests and tracks carry-forward and cost-sharing commitments.
Updates knowledge base for all aspects of post award administration by attending University sponsored trainings and information sessions, and NCURA, SRA or other professional development meetings.  Researches and clarifies increasing complex award terms and conditions.

2.    Major Responsibility:  Proposal Administration   40%
Supporting Actions:  Provides high-level grant and proposal services to the Division/Department for proposals submitted by all faculty.  Independently prepares budgets and all submission documents in accordance with sponsor instructions.  Independently creates budgets and manages gathering of other required documentation from co-PIs, collaborators, and from sub-contracting institutions. Keeps informed of changes in proposal systems by attending system users group meetings, University sponsored trainings and information sessions, reviewing monthly Research Administration newsletter, and by studying agency specific proposal guidelines.

3.    Major Responsibility:  Award Management   20%
Supporting Actions:  Communicates directly with subcontractors in order to obtain sub-recipient monitoring documents, yearly budgets, statements of work, spending plans, and justifications. Monitors spending rates.  Resolves spending rate issues and secures PI approval on all subcontract invoices.  Spearheads, monitors, and resolves transfer of award issues with the Office of Sponsored Projects.  Oversees submission of materials to IRB (Human Subject), IACUC, Export Control, Biosafety or other compliance matters.

Section 4: Decisions Position is Free to Make
Describe the authority held by the position by listing 1 to 2 examples of decisions that the position is free to make and explain the decisions that depend on the position’s advice.

Job Qualifications
Indicate the minimum required and preferred education and years of experience. Include any required licenses or certificates.

Education and Experience:
•    Bachelor’s degree with 3-5 years of experience in research administration or accounting/financial/budgeting experience, or equivalent combination of education and experience.  A degree in Accounting, Finance, Public Health, Science, Engineering or Math field is preferred.
•    Experience with proposal preparation with federal and non-federal grants and using the InfoEd/Coeus grants management (or similar) system preferred
•    Familiarity with eRA Commons, NSF Fastlane, and/or preferred
•    Higher-Education or non-profit work experience preferred

Job Competencies
Indicate the essential job competencies. Competencies are required knowledge, skills and abilities necessary to perform the job successfully.

•    Excellent financial analytical ability
•    Willingness and interest in assuming increasing levels of responsibilities, networking, leadership, and training opportunities
•    Highly proficient in Excel applications (data manipulations); MS Excel and Google Docs preferred
•     Excellent communication skills (both oral and written) to elicit and disperse information; to present information (including data) and communications in a clear and concise manner
•    Strong organizational, administrative, time management and critical thinking skills
•    Ability to meet deadlines in a fast-paced, multi-faceted work environment
•    Flexible, service-oriented and resourceful
•    Ability to organize and prioritize workload in a multi-tasking environment while maintaining careful attention to detail
•    Ability to work with a diverse population and handle confidential information with discretion

Workload can be unpredictable with hard deadlines.  Successful incumbent will have the ability and willingness to work outside of the normal business hours on occasion in order to comply with OSP and sponsor driven deadlines.

In order to achieve near-universal vaccination, Brown University is requiring all employees to receive the final dose of the COVID-19 vaccine by July 1, 2021. All newly hired staff at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. For more information, please visit University Human Resources.

All offers of employment are contingent upon successful completion of a background check and education verification satisfactory to Brown.

Recruiting Start Date:

Job Posting Title:
Grants and Financial Specialist

Research Administration and Integrity

Grade 9

Worker Type:

Worker Sub-Type:

Time Type:
Full time

Scheduled Weekly Hours:

Position Classification:
Remote Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

Vaccination Requirements:
In order to maintain 90% or greater universal vaccination rates on campus, all newly hired employees at Brown University must receive the final dose of the COVID-19 vaccine before they begin work, unless they are approved for a medical or religious exemption. All employees must also receive a COVID-19 booster within thirty (30) days of becoming eligible. For more information, please visit the Healthy Brown site.

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EEO Statement:
Brown University is an E-Verify Employer.

Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.

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