Sponsored Programs System Specialist
Job no: 500666
College / VP Area: Research Office
Work type: Staff
Categories: Grants & Contracts, Full Time
Pay Grade: 29E
Context of the Job:
The Research Office is responsible for pre-award and post-award administrative activities for all sponsored programs conducted at the University of Delaware (UD).
Under general direction of the Systems Analyst, the Sponsored Programs Systems Specialist will be responsible for establishing, maintaining and updating sponsored projects accounts in University grants management information technology systems. This individual will ensure that critical award attributes are accurately captured to support overall management, compliance, and financials for sponsored programs administered at UD.
- Work with individuals across UD to deliver high-quality customer service and outcomes for award setup tasks:
- Serve as a liaison between faculty members, department administrators, multiple teams and staff members within the Research Office, and other central offices.
- Coordinate with individuals to resolve issues and misunderstandings related to data maintenance, award history, and identified award setup errors.
- Respond to award setup inquiries within 3 business days.
- Analyze research agreements and amendments awarded to the University to identify and interpret key award information for data entry with assistance of the preaward staff as needed.
- Enter and maintain sponsored award information into PeopleSoft, ensuring capture of complete, accurate, and appropriate data for award financials and demographics, including but not limited to:
- Award classification data such as sponsor information, award type, period of performance, payment terms, revenue recognition, and UD chart fields.
- Funding information such as detail for obligated and anticipated award funding, budget periods and allocations, allowable direct costs, indirect costs, and cost share.
- Compliance aspects per award terms and conditions, contractual language, sponsor guidelines and regulations, and applicable UD policies and procedures.
- Deliverables and reporting requirements related to invoicing, financial reporting, and technical reporting.
- Administrative details such as sponsor contacts and responsible UD personnel.
- Uphold data integrity via regular reporting and monitoring of system fields and attributes.
- Develop, report, and present metrics related to award setup such as process backlogs and turnaround times.
- Participate in redesigning, testing, and implementing new upgrades or improvements to the PeopleSoft system and/or business processes.
- Manage award documentation and perform miscellaneous copying, scanning, and filing tasks as needed to create and maintain award files.
- Support the Systems Analyst with testing of software upgrades and system changes.
- Prepare a high volume of incoming subaward invoices for processing: receive, review, and initiate internal routing form for all subaward invoices.
- Maintain subaward database; including invoice details, payments and statistics
- Follow-up on the status of pending approvals.
- Assist Subaward Manager with problems relating to invoices, payments, etc.
- Maintain documentation for the UD Research Office file of record.
- Perform additional tasks as needed to support pre-award and post-award functions.
- Bachelor’s degree and three years of related experience, or an equivalent combination of education and experience.
- Knowledge of grants management and administrative processes for research preferred.
- Knowledge of OMB Circulars A-21, A-110, A-133 and 2 CFR 200 preferred.
- Experience with PeopleSoft software systems for grants management and financials.
- Self-motivated, requiring little to no supervision for routine tasks.
- Exceptional organizational skills, able to carry out multiple projects and tasks simultaneously.
- Detail-oriented with a talent for ensuring data accuracy and consistency.
- Strong analytical skills and aptitude for understanding and troubleshooting data.
- Strong written and oral communication skills with a focus on customer service.
- Excellent interpersonal skills and ability to communicate effectively with individuals across the University community.
- Willingness and flexibility to accommodate changing priorities, processes, and systems.
- Proficiency in the use of MS-Office Suite.
- Ability to interact well with people of all ages and diverse backgrounds.
- Experience with PeopleSoft software systems for grants management and financials
- Experience in higher education or research-intensive institution preferred.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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