Brown University Job - 30353279 | CareerArc
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Company: Brown University
Location: Providence, RI
Career Level: Associate
Industries: Government, Nonprofit, Education


Job Description:

This position provides high-level comprehensive grant and financial assistance to a portfolio of academic (arts and humanities) and affiliated departments, institutes and centers served by OVPR/Grants Shared Services. This position prepares and reviews proposals using sound knowledge of University and Sponsor (e.g., Department of Education, National Endowment for the Humanities, National Endowment for the Arts, National Institutes of Health, National Science Foundation, private industry and foundations) requirements.

The Specialist plays a key role in the administration, budget development, and submission of proposals, assisting faculty and staff in RFP review, creating appropriate proposal timelines and checklists, and acquiring other required proposal elements as needed. Maintains and communicates key dates to ensure timely submission of proposals, progress reports, and final reports; and prioritizes proposal tasks to keep multiple submissions moving toward completion. Ensures careful review and precise attention to details for successful submission using Brown's grants management system (currently (Kuali) Coeus).

Provides guidance regarding the use of electronic systems including, eRA Commons, NSF FastLane, and other Foundation web portals. Works in partnership with the Office of the Vice President for Research Development team as they identify faculty and administrators interested in Humanity based funding opportunities. Upon award, effectively communicates to students, faculty, and appropriate members of the OVPR/Grants Shared Services team to ensure smooth project kick-off, grant compliance, allowable costing, and timely reporting through project close-out.

Provides financial analysis, reporting, and post-award support to arts and humanities departments, institutes, and centers including budget management, expenditure review, financial reporting, and grant closeout as needed.

Proposal Development. Advises principal investigators at the proposal development stage by overseeing the proposal development process including reviewing grant solicitation; advising on and preparing the budget and budget justifications; compiling other proposal components; reviewing materials to ensure compliance with sponsor and University requirements; and ensuring PIs meet proposal submission deadlines

Read and interpret proposal solicitations, funding opportunity announcements, and sponsor guidelines to ensure compliance with funding agency submission requirements. Manage the assembly of new and continuing grant and contract proposals for submission to both federal and non-federal funding organizations in accordance with agency and university guidelines. Serve as proposal submission liaison for multiple faculty participants, university research administration, subcontractors, collaborating institutions, and consultants. Communicate with PIs to discuss the proposal submission process, timelines, and University guidelines. Maintain up-to-date knowledge of wide-ranging funding agency guidelines and submission requirements and effective use of websites such as Fastlane (NSF),, and eRA Commons (NIH). Review and organize grant information and prepare agency forms and other proposal materials (i.e. letter of intent, current and pending, Biosketches, and budget justifications) for submission and ensure formatting, page limitations and PI support are accurate and in compliance with sponsor guidelines. In collaboration with PI develop a project budget, request information from faculty collaborators and subcontractors. Ensure cost-sharing is documented and approvals are in place. Recommend procedures and alternatives to maximize successful proposal budgets. Maintain files, and submit reports and documentation as needed. Enter grant proposal development and proposals submission in the (Kuali) COEUS system and route in a timely manner for final review and submission.

Major Responsibilities

Assist in financial reporting (monthly, quarterly and annually) for departments and general operating, grant, gift, and endowment budget. Provide budget analysis, planning, and post-award financial reporting for departments.

Play a central role in managing financial operations and reporting requirements and serve as a resource and advisor. Provide high-level financial analysis and budgeting, including researching the resources needed to support programs and services and the associated financial costs, and advising the Director assessing priorities. Oversee the tracking and reconciliation of monthly and year-end reports, resolving discrepancies as needed. Produce monthly operating and grant financial projections for the Director review. Bring budgetary and financial issues to the Director with recommended options in time for effective action to be taken. Identify, research and resolve financial transaction inquiries and budgetary issues. Provide research and analysis to facilitate long-range planning. Submit costing changes reconciles payrolls and salary reallocations. Meets with Meets bi-weekly and monthly with Director to review financial statements. Once a proposal has been awarded meet with faculty and post-award staff to advise them on all aspects of the award including a budget, terms and conditions, schedule, and reporting. Provide post-award support to faculty as needed to supplement department-level post-award support.

GIF analysis, maintenance, reporting and submission

Provide Academic departments assistance with GIF policy and calculations, oversee GIF balances, and complete the fiscal year closeout process for GIF returns and roll forwards.

  • Prioritizing work responsibilities, including short- and long-term assignments.
  • Development of project budgets for funding opportunities.
  • Interpretation of sponsor proposal preparation guidelines.
  • Provide advice and assistance to faculty and staff on financial planning, analysis, and budgetary decisions.
  • Inform faculty of needed information for funding new and continuation proposals, revised budgets and progress reports.
  • Review of cost-sharing commitments.
  • Recommend administrative changes in Research Development/policies and/or procedures, resulting in streamlined business processes.

Education requirement

  • Bachelor's degree (Accounting or Finance preferred) or an equivalent combination of education and 3-4 years of finance/budget experience.
  • Grant experience in an academic or non-profit setting; research administration experience including proficiency with electronic grant submission portals both federal and non-federal.
  • Strong organizational, administrative, time management and critical thinking skills.
  • Ability to organize and prioritize workload in a multi-task environment while maintaining careful attention to detail.
  • Strong analytical and problem-solving skills with the ability to work independently.
  • Proficiency in Microsoft Office Programs (Word, Excel, PowerPoint), Web-based programs and tools.
  • Excellent financial skills as well as familiarity with federal circulars, federal agencies' policies and procedures, and other relevant federal agencies' practices.
  • Excellent customer service skills and a strong service-oriented attitude.
  • Excellent communication skills both oral and written-to elicit and communicate information, analyze data, and prepare /present clear, informative, and concise materials.
  • File management skills.
  • Willingness and interest to assume increasing responsibilities.
  • Ability to work under pressure in a deadline-oriented environment.
  • Must be able to work with a diverse population and handle sensitive and confidential information with discretion.
  • Possesses a willingness and ability to support a diverse and inclusive environment.

  • Frequently operates a computer and other office equipment such as a printer/copy machine.
  • Frequently moves about inside the office to access a printer, files, and other materials/equipment.
  • Frequently moves about campus to various locations for meetings.

Criminal background and educational checks

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:


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.

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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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