Post Award Coordinator

The University

At Durham University we are proud of our people. A globally outstanding centre of educational excellence, a collegiate community of extraordinary people, a unique and historic setting - Durham is a university like no other.

Across the University we have a huge variety of roles and career opportunities, which together make us a large and successful community, which is a key hub of activity within our region and nationally. Whether you are at the very start, middle or end of your career, there is a role for you. We believe everyone has their own unique skills to offer.

We would be thrilled if you would consider joining our thriving University. Further information about the University can be found here.

Find out more about the benefits of working at the University and what it is like to live and work in the Durham area on our Why Join Us? - Durham University

The Role and the Department

Research and Innovation Services (RIS) provides guidance, expert advice and hands-on support for all aspects of research and research-related work, including securing funding, working with partners, undertaking knowledge exchange, demonstrating impact, commercialising outputs, ensuring good research practice and supporting professional development.

As Post Award Coordinator, you will join the Post Award section of Research Operations to support post-award grant administration for a portfolio of projects.

You should have experience of providing excellent administrative support, some financial administration experience and the confidence to use software packages to complete tasks quickly and accurately within strict deadlines.

You should also have excellent communication skills and a commitment to providing high customer service standards. You should be self-motivated and keen to develop new skills which peers and managers will support.

Core Responsibilities

• Undertake post-award administration: process grant and contract acceptances and start certificates, cost and monitor staff commitments on research projects, identify invoicing issues and resolve ambiguities in the grant information before setting up on the University's research information systems.
• Responsible for submitting claims, invoices and financial reports to funders to contract timescales or milestones, including liaison with principal investigators to determine if milestones have been met and expenditure is appropriate and eligible according to the funders' terms and conditions.
• Respond to grant queries from principal investigators, department officers and research funders.
• Responsible for month-end financial procedures and reporting; review the appropriateness of monthly journal transactions submitted by departments.
• Undertake project reviews; analyse financial activity and verify expenditure is eligible; review budgets for projects awarded in foreign currencies to check for exchange rate fluctuations; advise principal investigators and departmental officers on corrective measures as appropriate.
• Coordinate and liaise with auditors (internal, external or funder) where grant audits are required to ensure timely and successful audit procedures.
• Initiate collaboration agreement process with the contracts team and advise on financial requirements for collaborators.
• Provide training on post-award procedures to departmental staff.
• Keep abreast of changes to funders' rules and regulations and other HE sector changes that may affect the University's portfolio of awarded research grants.
• Provide support to the Post-Award Team Leaders and Managers, contribute to the overall work of the office and other such duties in accordance with the grading of the post as required from time to time.

The team works flexibly and uses a hybrid approach to working on campus and at home. However, we expect the successful candidate to be more on campus during the initial training period.

Working at Durham

A competitive salary is only one part of the many fantastic benefits you will receive if you join the University: you will also receive access to the following fantastic benefits:

• 27 Days annual leave per year in addition to 8 public holidays and 4 customary days per year - a total of 39 days per year. The University closes between Christmas and New Year.
• No matter how you travel to work, we have you covered. We have parking across campus, a cycle to work scheme which helps you to buy a bike and discount with local bus and train companies.
• Lots of support for health and wellbeing including discounted membership for our state of the art sport and gym facilities and access to a 24-7 Employee Assistance Programme.
• On site nursery is available plus access to holiday camps for children aged 5-16.
• Family friendly policies, including maternity and adoption leave, which are among the most generous in the higher education sector (and likely above and beyond many employers).
• There is a genuine commitment to developing our colleagues professionally and personally. There is a comprehensive range of development courses, apprenticeships and access to qualifications and routes to develop your career in the University. All staff have dedicated annual time to concentrate on their personal development opportunities.
• The opportunity to take part in staff volunteering activities to make a difference in the local community
• Discounts are available via our benefits portal including; money off at supermarkets, high street retailers, IT products such as Apple, the cinema and days out at various attractions.
• We offer generous pension schemes.

Discover more about our total rewards and benefits package here.

Durham University is committed to equality, diversity and inclusion

Our collective aim is to create an open and inclusive environment where everyone can reach their full potential and we believe our staff should reflect the diversity of the global community in which we work. As a University equality, diversity, and inclusion (EDI) are a key part of the University's Strategy and a central part of everything we do. We also live by our values and our Staff Code of Conduct. At Durham we actively work towards providing an environment where our staff and students can study, work and live in a community which is supportive and inclusive. It's important to us that all of our colleagues are aligned to both our values and commitment to EDI.

We welcome and encourage applications from members of groups who are under-represented in our work force including people with disabilities, women and black, Asian and minority ethnic communities. If you have taken time out of your career, and you feel it relevant, let us know about it in your application. If you are a candidate with a disability, we are committed to ensuring fair treatment throughout the recruitment process. We will make adjustments to support the interview process wherever it is reasonable to do so and, where successful, reasonable adjustments will be made to support people within their role.
What you need to demonstrate when you apply/Person Specification

When you apply it is important that you let us know what skills/experience you have from a similar role and/or what skills/experience you have which would make you right for this role. Further information about the role and responsibilities is at the end of this job description. Where a criteria has an asterisk* next to it, it may be given additional weighting when your application is considered.

Your application should cover the following criteria:

Essential Criteria

Qualifications/Experience
1. Excellent numerical skills; with a relevant qualification or equivalent experience in financial accounting
2. Experience in an administrative role providing excellent customer service to a diverse range of customers
3. Experience of managing time to meet deadlines and working under pressure without compromising on quality.
4. Experience of providing advice and guidance to a range of customers and colleagues.
5. Experience of using financial accounting systems and Excel to monitor and report on income and expenditure.

Skills/Abilities/Knowledge
6. Demonstrated ability to build successful working relationships and to work as a cooperative team member with flexibility to adapt to changing environments
7. Strong digital competence across various digital devices and apps, including Microsoft 365 applications, ORACLE fusion, and Worktribe.
8. Demonstrated ability as a self-motivated, initiative-taking individual with the ability to plan own workload, delivering to competing deadlines when working in a pressured environment
9. Commitment to ongoing personal development and training, including a desire to further skills in financial accounting
10. Ability to participate in networks to share and discuss good practice and exchange information.

Desirable Criteria

11. Experience of dealing with research grants or contracts

11. Experience of using electronic funder portals, such as JeS/TFS.

How to apply

To progress to the assessment stage, candidates must evidence each of the essential criteria required for the role in the person specification above. Where there are desirable criteria we would also urge you to provide any relevant evidence. Please don't forget to check if there is any weighted criteria (see above).

While some criteria will be considered at the shortlisting stage, other criteria may be considered later in the assessment process, such as questions at interview.

Submitting your application

We prefer to receive applications online. We will update you about your application at various points during the process, via automated emails from our e-recruitment system. Please check your spam/junk folder periodically to ensure you receive all emails

What you are required to submit:
• A CV
• A supporting statement which shows examples of how you meet all of the essential criteria within the Person Specification of the job description and where possible, the desirable criteria.

Contact details

If you would like to have a chat or ask any questions about the role, Leila Cole, Senior Research Finance Compliance Manager, would be happy to speak to you. Leila.e.cole@durham.ac.uk

Typical Role Requirements

Prepare and submit reconciliations, claims and invoices:

• Perform financial reconciliations and prepare monetary claims for projects in line with funder deadlines (co-ordinating where Durham is the lead).

• Ensure claims and invoices are complete and accurate and, following line manager review for final claim, submit to funders in line with strict funder eligibility rules and deadlines. Complete claims on various external funder systems as required.

Project Financial Management & Control:

• Regular communication (including meetings with your line manager) with departments across the University (for example, ongoing project management or closedown).

• Identify changes to projects (for example: in the start or end date) and implications of these through close communication with departments. Act, as appropriate, in agreement with or through escalation with line manager.

• Knowledgeable on funder rules and University Financial Regulations and Policies, including effectively advising departments on the application of these, and identifying related issues, escalating to line manager as necessary; keeping up to date with changes and communicating these and the implications of them, to internal stakeholders as appropriate.

• Monitor research projects that have ended and ensure that appropriate actions are taken to close them promptly and orderly for archiving.

• Liaise with accounts receivable and funders regarding debt chasing and escalate issues to your line manager where necessary.

Audit;

• Support the Research Finance Manager in arranging audits, preparing documentation for these, and responding in a timely manner to basic audit queries from external or internal auditors.

General Duties:

• To ensure that an understanding of the importance of confidentiality is applied when undertaking all duties.

• To abide by University's policies on Health and Safety, and Equality and Diversity.

• To perform other duties occasionally which are not included above, but which will be consistent with the role.

Service Delivery
• Show a commitment to equality, diversity and inclusion and the University's values.

Example: Abide by University's policies on Health and Safety, and Equality and Diversity.
• Ensure that relevant regulatory and professional standards are reflected within services being delivered by your team.

Example : Ensure that all financial reconciliations comply with both University Financial Regulations and specific funder guidelines.
• Supervise the implementation of changes to policies and procedures relating to your service area.

Example: Oversee the rollout of updated financial reporting procedures to ensure compliance with all funders requirements.
• Respond to queries and provide information/advice, while raising more specialist or complex queries with more experienced team members.

Example : Address routine questions about claim submissions and escalate complex funding rule clarifications to the Research Finance Manager.
• Use your experience and problem-solving skills to investigate and resolve issues relevant to your role such as and make recommendations based on your findings.

Example :Investigate discrepancies in project budgets and recommend corrective actions to ensure accurate financial reporting.
• Ensure that processes and business systems effectively support the services being delivered by the team.

Example : Maintain and improve financial tracking systems to ensure they support accurate and efficient claim submissions.
• Monitor and analyse the use of equipment and resources to ensure efficiency and report your findings to senior colleagues.

Example : Track the utilisation of research project funds and provide efficiency reports to the Research Finance Manager. Monitor research projects which have ended and ensure that appropriate actions are taken for a prompt and orderly close for archiving.
• Ensure that data is accurate and provide reports and analysis to senior colleagues and committees.

Example: Prepare detailed financial reports and analysis for review by Research Finance Manager during final claim submission.
• Use digital media e.g. SharePoint, Social Media to update team members and colleagues, students and external contacts.

Example : Use SharePoint, Microsoft teams groups and outlooks etc.. to share updated financial guidelines and procedures with the finance team and other stakeholders.

Planning and Organising
• Plan and organise own workload and the activities of other team members to deliver the role.
• Organise and schedule assigned resources, activities and events.

Example : Planning and setting priorities for own work. Ability to manage a variety of tasks at any one time, work under pressure and achieve strict deadlines whilst maintaining a high standard of customer service.
• Contribute to planning the operational priorities of your team and make suggestions to senior colleagues on how to improve the service.
• Monitor processes and activities to ensure team priorities are met.

Teamwork and Team Development
• Supervise and delegate tasks to other members of the team and make sure that they are completed.
• Explain systems and procedures to new starters and provide specialist advice and guidance (including any training) to help less experienced team members carry out their role.
• Contribute to performance review processes by providing feedback on individual and team objectives and expectations and considering any development needs.
• Make changes to the services provided by your team in discussion with other team members.
• Identify opportunities and contribute to decisions on how to improve services being delivered by the team.

Communications/Liaison
• Use your knowledge and expertise to provide advice and guidance to resolve problems and respond to a wide range of queries.
• Create good working relationships with other team members and anyone else that you come across as part of your role to work together on joint activities.
• Liaise with staff in other areas, professional organisations and agencies to ensure that services are being delivered in an efficient and collaborative way.

Example: liaise with other Professional Services Departments on issues such as Faculties, Pre-award, contract team, VAT, Legal matters, etc.
• Create good working relationships with internal and external partners and suppliers to work together on joint activities.
• Build relationships with contacts to share good practice and exchange information.
• Liaise with external suppliers, contractors, specialists and service providers to plan the delivery of services and events.

Example: To establish working relationships with key contacts on your allocated research projects, developing appropriate communication links with the University's Schools/ Directorates and outside bodies, as required, as well as regular liaison with other Finance sections.
• Any other reasonable duties.

Please note that in submitting your application Durham University will be processing your data. We would ask you to consider the relevant University Privacy Statement Privacy Notices - Durham University which provides information on the collation, storing and use of data.

When appointing to this role the University must ensure that it meets any applicable immigration requirements, including salary thresholds which are applicable to some visas.

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