Grant & Accounting Assistant

Essential Duties & Responsibilities

• Processes, tracks, and maintains all financial documentation and records, ensuring accuracy and completeness in accordance with institutional and regulatory standards
• Monitors financial operations to ensure compliance with grant conditions, including budget allocations, expenditures, and reporting requirements
• Supports the sourcing, hiring, and onboarding of students for the research unit, managing paperwork and coordination with human resources to ensure smooth integration into the team
• Assists with inventory management and purchasing activities, ensuring supplies and equipment are procured in a timely and cost‑effective manner while adhering to university procurement policies
• Maintains the budget tracking systems to monitor spending and financial commitments, preparing regular financial reports for review
• Provides comprehensive administrative support, including scheduling meetings, coordinating travel arrangements, and managing correspondence
• Other duties as assigned

• Knowledge of accounting, finance, and budgeting practices and protocols to ensure accurate financial management and compliance
• Knowledge of enterprise‑wide financial applications and Microsoft Office
• Knowledge of state and federal grant/sponsorship laws and regulations and RIT policies and procedures
• Skill in analyzing financial data and preparing detailed reports to support decision‑making and budgeting activities
• Ability to maintain organized and accurate financial records, ensuring all transactions are properly documented and tracked
• Ability to manage multiple tasks and projects while maintaining accuracy and attention to detail
• Ability to maintain a high level of confidentiality when handling sensitive information

• Associate's degree in related field
• 5 years of relevant experience
• Equivalent combination of experience and education may be considered

Operations, Administrative, Service, or Technical Support Level 2 – An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non‑routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff.

The Grant & Contract Accounting Assistant position will support the Army STEM Education Consortium (ASEC) Internships and Fellowships. ASEC Internships and Fellowships is a workforce development initiative that places high school, undergraduate, and graduate students as well as post‑doctoral scientists and engineers in internships and fellowships at U.S. Army Research Laboratories and Army affiliated university labs throughout the country.

This Position Will Support The Operations Of ASEC Internships And Fellowships Apprenticeships By Processing And Tracking Stipend Payments, Facilitating Stipend Set‑up And Tracking Laboratory Balances. Including

• Facilitate the stipend payment and tracking process. Compile monthly stipend payment lists by working with individual Laboratory Program Coordinators (LPCs), review stipend form documentation for accuracy and obtain required stipend documentation from apprentices.
• Oversee participant set‑up in Payment Works, providing customer service support as needed.
• Update purchase order tracker and Cooperative Agreement Manager (CAM) tracker reports with stipend payments and budget modifications.
• Complete account reconciliations on a monthly basis using a variety of reporting tools. Ensure all transactions are in compliance with applicable university policies and procedures. Identify and investigate reconciling differences, resolve differences, and make correcting entries.
• Develop and maintain comprehensive knowledge of sponsored programs administration requirements including the application of cost principles, administrative requirements, and audit requirements, federal acquisition regulations (FAR) and all related organizational policies and procedures.
• Establish purchase orders and process invoices in support of ASEC Internships and Fellowships.
• Perform other accounting and financial analysis tasks and participate in special…