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Award Management Specialist

Please see Special Instructions for more details.

Clarkson University is an Affirmative Action/Equal Employment Opportunity employer. All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Posting Details

Position Information

Job Title Award Management Specialist
Posting Number Staff 2014000790
FLSA Non-Exempt
Full-time/ Part-time Full-time
Is this a temporary Position? No

Position Summary Information

Job Description Summary

The Award Management Specialist provides support to faculty and serves as a resource for the management and administration of University federal, state, and private sponsored awards by providing proactive financial advice and monitoring services, including assistance with compliance requirements related to University and sponsor rules and regulations.

Position Responsibilities:
Pre– and Post-Award Activities
• Assist with all aspects of the proposal preparation and submission process.
• Serve as a partner and resource for faculty in the management of awards, with an emphasis in financial monitoring.
• Provide administrative support to faculty and department administrative staff in preparing payroll authorizations, purchase requisitions, travel authorizations, account payables forms to charge expenses to sponsored awards, One Card reconciliation, and ordering supplies and materials.
• Use the PeopleSoft financial systems to track budgets, expenses, encumbrances, as well as generate
• projections for awards.
• Verify award spending is in accordance to University policies and that costs are allowable, applicable, and allocable.
• Work with faculty and post-award personnel to ensure timely monthly reporting, fiscal reporting and
• reviews, re-budgeting, no-cost extension requests, and invoices to sponsors.
• Structure and track matching funds related to awards.
• Meet with faculty regularly to monitor financial and compliance aspects of awards.
• Assist faculty with award closeouts in an accurate and timely manner.
• Collaborate with faculty and post-award personnel to verify award certifications and ensure compliance requirements have been met or approvals obtained in areas such as: conflict of interest, human subjects research, animal research, and responsible conduct of research.
• Assist with the processing of summer salary requests and payments authorizations for faculty, including access to confidential salary information, preparation of appointment authorizations, and coordinating signatures to meet payroll deadlines.
• Serve as a liaison and communicator between faculty and other University departments, centers, staff, and administrators.
• Maintain up-to-date knowledge of University policies and procedures, as well as federal, state, and private agency requirements governing sponsored awards and be able to articulate knowledge to faculty and staff.
• Maintain document control and serve as a point of contact for all University agreements maintained in.the Division of Research office.
• Disseminate information via telephone, mail, web, email.
• Maintain level of confidentiality in all aspects of work.
• Prepare reports using statistical and narrative information.
• Assist in compiling material, preparing spreadsheets, and entering and retrieving information from databases and campus computer systems.
• Other duties as assigned.

Information and Solution Resource
• Be familiar with the responsibilities of all pre- and post-award activities and cross-train in order to provide team support and uninterrupted coverage when a team member is out of the office.
• Provide accurate advice and suggestions for both financial and administrative issues.
• Provide possible solutions to problems that arise in sponsored programs administration.
• Coordinate with other units in the University to find mutually advantageous solutions.
• Be available by phone, in person, and email to provide timely assistance to faculty and staff.
• Provide and offer effective training to faculty and staff in formal and informal settings.
• Seek opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
• Attend campus, regional, or national trainings in research administration as requested.
• Safeguard flow of confidential and sensitive information.
• Other duties as assigned.

Essential Skills
• A positive, team-oriented attitude is essential for this position.
• Ability to thrive in a deadline-driven environment with a high standard of quality.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to understand, convey, and advise on complex regulations, policies,and procedures.
• Ability to handle challenging situations with flexibility, finesse, and professionalism.
• Ability to establish and maintain collaborative relationships with faculty, staff, students, and departmental administrators with a high level of intuitiveness, resourcefulness, confidence, and versatility.
• Effective at problem solving and sensitivity to time-sensitive projects.
• Demonstrated ability to plan and manage time with the ability to prioritize and execute tasks in a busy office environment with limited to no supervision.
• Strong customer service skills with attention to detail.
• Demonstrated PeopleSoft and Microsoft Office Suite skill (Excel, Word, PowerPoint) proficiency.
• Ability to work with budgets and understand basic accounting practices.
• Ability to utilize University email system for corresponding and scheduling meetings.
• Proficient in a various types of office equipment.

Minimum Qualifications:
Include Education,
Experience, and Skills

Minimal Qualifications:
• Bachelor’s degree or equivalent combination of relevant education and experience totaling 6-8 years..

Minimal Experience:
• 1 to 3 years of relevant work experience with a Bachelor’s Degree.
• Skilled in PeopleSoft and Microsoft Excel

Preferred Qualifications:
Include Education,
Experience, and Skills

Preferred Experience:
• At least 4 years of relevant work experience with a Bachelor’s Degree.
• Experience working with budgets and a basic understanding of accounting practices.
• Working knowledge of University business policies and sponsor regulations as they relate to sponsored programs.
• Intermediate skills in PeopleSoft and Microsoft Excel.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand, walk, sit, bend and stoop. The employee must occasionally lift and/or move up to 25 pounds. Clarkson is committed to complying with the guidelines set forth under the Americans with Disabilities Act.

Posting Detail Information

Close Date
Open Date 08/23/2017
Open Until Filled Yes
Special Instructions for this Posting

Clarkson University is an Affirmative Action/Equal Employment Opportunity employer.

All offers of employment are subject to the applicant successfully passing a background check (including, but not limited to, employment verification, educational and other credential verification, and criminal records).

Reference Request Details

Maximum Number of Reference Requests 3
Minimum Number of Reference Requests 3

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Academic Keys
    • Chronicle of Higher Education
    • Clarkson Website
    • Massena-Potsdam Courier Observer
    • Hispanic Outlook
    • IM Diversity
    • Insight Into Diversity
    • JTPA
    • LinkedIn
    • New York Job Bank
    • North Country This Week
    • St. Lawrence Plaindealer
    • Veterans Administration
    • Watertown Daily Times
    • Ogdensburg Journal
    • Employee Referral
    • Alumni Referral
    • Conference Referral
    • Other Referral, Indeed
    • List-serv
    • Discipline specifc journals
    • Discipline specific website
    • Times Union
    • National Society for Woman Engineers
    • National Society for Black Engineers
    • I do not wish to answer
  2. * What is the highest level of completed education that you currently hold?
    • Highschool Diploma/GED
    • Associates Degree
    • Bachelors Degree
    • Masters Degree
    • ABD (all but disertation)
    • Phd

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents
  1. Letter of Reference1
  2. Letter of Reference2
  3. Letter of Reference3