New York Seasonal Jobs

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

220 Hutchison Rd, Rochester, New York, United States of America, 14620

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

210650 Physics & Astronomy COL

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

GENERAL PURPOSE:

The Department of Physics & Astronomy is looking for a Grants Management Specialist I to support a unique and dynamic High Energy Physics (HEP) research group’s grant activities both on and off campus. Manages the travel plans, expense reporting, document preparation, arrangements for meetings and support of visitors. Assists with the preparation of funding proposals and reporting to government funding agencies. Manages procurement card purchases, shipping and some expense reconciliation. Data entry of expenses in the financial system. This position provides academic, outreach and department support in a variety of areas. Provides support for high school and undergraduate summer research programs, including budget management.

HOURS:

40 hours, 8:00 am – 5:00 pm, Monday – Friday

Accommodations are provided including potential flexibility surrounding a hybrid type schedule. Please note that there may be 100% onsite required during certain times of the year including backup support depending on vacation schedules and departmental needs.

Training will be provided by the employee currently holding the position and retiring. The expected start date will be mid-March or early April.

ESSENTIAL FUNCTIONS

RESEARCH GROUP SUPPORT-20%

• Responsible for supporting the High Energy Physics (HEP) research group’s grant activities for approximately 50 people, including 9 professors (PIs), 11 scientists, engineers and postdocs, 35 graduate and undergraduate students both on-campus and off-campus at national labs and international research sites.

• Pre‐award and post‐award tasks for the HEP Department of Energy (DOE) operating grant and other funding sources. Pre-award responsibilities involve assisting with the preparation of documents necessary for the submission of funding proposals, which requires the ability to proofread and ensure all proposal solicitation guidelines are followed carefully. Post-award responsibilities include ensuring travel and purchases follow federal guidelines and expenses are approved and charged to the correct funding sources.

• Works with the Principal Investigators to prepare annual progress reports for grants to government funding agencies, including annual reports to DOE. This includes gathering required documents to upload and maintaining spreadsheets of publications and presentations for the research group that are required to be reported regularly.

• General support for large research group that includes document preparation, meeting arrangements and support for visiting scientists.

• Due to the off-site components of the HEP group, unique situations often occur that require this position to be resourceful and willing to put extra effort into problem-solving.

• Maintains and updates the HEP electronic filing system to meet requirements for grant documentation.

• Collaborates with the HEP Sr Grants and Contracts Administrator on much of the grant related operations support.

TRAVEL AND ACTIVITY SUPPORT-20%

• Manages travel plans, makes airfare and other arrangements when needed, and provides guidance to group members on best practices for travel.

• Follows federal, university and HEP guidelines for allowable travel expenses and communicates policies to HEP travelers.

• Prepares a high volume (about 100 a year) of travel and expense reimbursement reports, many of which are complex due to international travel.

• Make travel arrangements and process reimbursement for visitors.

• Interact with the travel office at Fermi National Laboratory to make travel arrangements.

ACADEMIC AND OUTREACH SUPPORT-40%

• Supports all aspects of the Physics and Astronomy REU program, an NSF (National Science Foundation) funded summer research program for undergraduates from outside the University.

• Assists with reviewing applications, organizing application documents, communicating with mentoring professors, scheduling weekly speakers and lunches, making housing arrangements, and communicating with applicants.

• Manages the pre‐award responsibility of preparing the REU grant proposal, along with the professor, the post-award management of the budget (annual budget $125,000) and the annual reporting.

• Coordinates research group outreach activities with local high school teachers and students. Organizes all details for high school group visits including building/managing the Demo Database

• Provides support for academic events including commencement, graduate recruiting weekend, department events, and outreach events

• Will be tasked with additional duties to support the graduate and undergraduate administrators as needs evolve.

ADDITIONAL DUTIES-20%

• Provides backup for main office and assists with various department projects.

• Processes University procurement card (Pcard) purchases for research materials, event supplies, and conference registrations. University of Rochester Pcard holder authorized to make purchases in accordance with program policy. Also prepares SIR (supplier invoice requests) and purchase order requests.

• Oversee purchases for computing items with the University Tech Store, including coordinating with the Physics IT Administrator.

• Shipping of both routine items and occasional complex international shipments.

• Data entry of expenses in the URGEMS encumbrance system.

• Reconciliation of accounts for the HEP group and the REU summer research program.

• Attend ongoing training for institutional systems (CLASP, Workday, myURHR).

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 1 year of relevant experience required, or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Must be detail-oriented and possess organizational and problem-solving skills.

• Must be able to work independently without considerable direction, take initiative, think strategically and display sound judgment and excellent follow-through.

• Must possess strong communication and people skills and maintain enthusiasm and professionalism, as there is considerable contact with students, outside agencies and other university departments.

Required:

• Proficient in Microsoft Outlook, Excel and Word.

Include a cover letter with your resume addressed to Prof. Kevin McFarland. In your letter, describe the type of work environment in which you thrive.

Preferred:

• Some grant experience and/or knowledge is preferred but not required.

• Experience with University systems Workday (UR Financial, UR Procurement), Integrated Online Research Administration (IORA), and General Encumbrance Management System (GEMS) is helpful.

LICENSES AND CERTIFICATIONS

• Within 1 year obtain University required certification, CLASP (Continuous Learning for Administrators of Sponsored Program), which ensures basic knowledge of grant management.

• Attend monthly meetings to stay informed about upcoming changes at the University and to keep the certification current.

EOE Minorities / Females / Protected Veterans / Disabled:

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.