Grants & Contracts Assistant - Military veterans preferred

Grants & Contracts Assistant

The Grants & Contracts Assistant will process all effort changes for research-funded faculty and staff in the Department of Medicine between certification periods. This role ensures the accuracy and timeliness of SPAR entries, collaborates closely with Post-Award Administrators, faculty, and division administrators, and supports compliance with federal and institutional policies related to effort certification and salary allocation.

Job Summary

Assists with routine accounting and financial functions for Grants & Contracts. Prepares routine documentation, verifies collected data, maintains documentation and databases as well as rosters and distribution lists. Assists with budgetary functions.

Essential Functions

Enter and track SPAR changes in PRISM and Microsoft Teams for full-time exempt and biweekly non-exempt research staff. • Coordinate with Post-Award Administrators and division administrators to ensure timely and accurate processing of SPAR changes. • Monitor deadlines related to effort certification and proactively resolve discrepancies. • Process reporting that is required for certification and allocation requests. • Maintain complete documentation and audit trails for all effort-related transactions. • Provide backup documentation and support for internal and external audits. • Collaborate with the Pre-Award and Post-Award teams to ensure coordinated handoffs during grant transitions.

Physical Effort

This position is mostly sedentary and requires the use of computer equipment.

Assignment Category: Full-time regular

Job Classification: Staff.Grants & Contracts Assistant

Job Family: Research

Job Sub Family: Grants & Contracts

Campus: Pittsburgh

Minimum Education Level Required: High School Diploma/GED

Minimum Years of Experience Required: 1

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: Monday - Friday, 8:30 a.m. - 5:00 p.m

Work Arrangement: Monday - Friday, 8:30 a.m. - 5:00 p.m

Hiring Range: TBD Based Upon Qualifications

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume

Optional Documents: Cover Letter




Equal employment opportunity, including veterans and individuals with disabilities.

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