Posting Details

Position Information

Business Title Grant & Contract Administrator Position Number Home Department Office of Grants & Sponsored Projects Employment Type Regular (Continuous) Full-Time/Part-Time Full-Time Appointment Staff (12-Month) Time Limited? No Time-Limited Appointment Length Not Applicable Work Schedule

40 hour work week; Monday – Friday

Work Hours per week 40 Travel Required? Y Primary Function of Organizational Unit

The Office of Grants and Sponsored Projects is your single point of contact for everything grant related – application to closeout.

This includes researching funding opportunities, brainstorming meetings, working alongside faculty, staff, and students during development of and writing of proposal. Our office will handle submission of grants as well as coordinate the internal approval process in order to keep appropriate administrators in the loop. If the grant is awarded, the office will assist with managing the grant, from setup to closeout.

Primary Purpose of Position

This position will be responsible for the oversight of all research administration activities for assigned department/division/colleges. The incumbent will work in partnership with the faculty and staff to support their efforts relating to applications and awards while adhering to sponsor deadlines and deliverables and complying with sponsor, university, and federal regulations. Through ongoing training and advising, the position will assure the University’s success in application and management of awards and will develop and provide an educational program on research administration issues and compliance regulations relevant to the university community. The incumbent will monitor applications and awards for compliance with federal, state,and local regulations and sponsoring agency policies regarding the management of non-financial aspects of sponsored programs; will be instrumental in the efforts to create and implement protocols to meet application and regulatory compliance while providing outstanding customer service; and participate in a collaborative effort to streamline and automate processes and establish standard operational procedures related to research administration. The position reports to the Director of the Office of Grants and Sponsored Projects; requires great involvement with faculty, administrators, staff, and external funding agencies; and insures information flow between internal departments and units to external funding agencies is timely and complete.

Key Functions and Related Job Duties

Key Function Project Management Job duties performed for the above function

Provides oversight for award management activities. Adhering to Uniform Guidance, maintains oversight for the allowability and reasonableness of project expenditures. Reviews and approves Personal Action Forms to change the salary distribution of the PI, faculty, and staff involved and assists PIs with adhering to required hiring practices and personnel policies and initiating employment and payroll actions. Develops and negotiates subaward agreements, ensuring relevant terms and conditions are included, and routes agreements for internal review and approval; negotiates the terms and conditions of award modifications, extensions, and budget amendments; prepares budget amendments and works with the sponsor to receive appropriate approvals; and communicates changes and provides documentation as appropriate. Ensures prior approval requests when sponsor has delegated the authority to the institution; and reviews and processes non-monetary modifications. Provide assistance to PIs and Financial Services to ensure compliance with cost sharing commitments on sponsored projects. Monitors award accounts/data in PeopleSoft queries and other reporting tools to extract and analyze data and assists PIs in resolving account discrepancies and documenting the need for cost transfers.

Key Functions and Related Job Duties

Key Function Policy Development Job duties performed for the above function

Assists with policy formulation and revisions, direct and indirect charging, time and effort reporting, cost sharing, budget revisions, redirects, program income, cost transfers, account overdrafts, record retention, and transfer of sponsored projects for incoming and outgoing PIs. Keeps current with policies related to compliance activities and communicates their effect on the University; ensures policies and procedures are followed; recommends improvements, and implements new and revised procedures. Works with multiple divisions to ensure sponsored projects are in compliance with federal, state, and local regulations; and confirms applicable compliance approvals have been obtained prior to establishing an account. In conjunction with Human Resources and Financial Services, establishes internal procedures to ensure the timely processing of personnel actions; assists with the monitoring the committed level of effort on sponsored projects; and completion, certification, timely return, and reconciliation of effort reports. Randomly audits grant accounts to verify accuracy, informing PI and Business and Finance of any discrepancies; serve as authorized institutional contact for late technical report notices; and maintains grant acquisition archives and records. Maintains financial and project records in accordance with sponsor and BOR record retention guidelines.

Key Functions and Related Job Duties

Key Function Coordinating Job duties performed for the above function

Coordinates award acceptance and notification procedures. Reviews awards and contractual agreements to verify terms and conditions are acceptable; negotiates necessary revisions with the sponsor; requests account setup and conducts award management meeting to explain award details, restrictions and budget changes to PI and departments. Verifies with appropriate offices that related compliance approvals have been filed and are up to date (e.g., Human Subject, Animal Care, Conflict of Interest, certifications ans assurances, Drug-free Workforce, radiation safety, etc). Coordinates award management meetings to transition award terms and conditions to PI and relevant university staff, including the interpretation of compliance regulations, and any specific restrictions.

Key Functions and Related Job Duties

Key Function Reporting Job duties performed for the above function

Ensures deliverables and reporting requirements on sponsored projects are fulfilled in a timely and efficient manner within the University and sponsor parameters. In conjunction with PIs, reviews and approves reports(technical, interim, and financial), where appropriate, prior to submission to sponsor; works with PIs to obtain approvals for equipment purchases, travel, no-cost extensions, or other items that may require sponsor approval; and monitors project status, expiration dates, and renewal deadlines keeping PIs and Business and Finance informed of approaching deadlines.

Key Functions and Related Job Duties

Key Function Liaison Job duties performed for the above function

Represents GCSU at national and regional conferences and meetings and attends workshops and seminars to improve working knowledge of research administration, sponsor terms and conditions, and federal regulations. Responsible for orienting PIs and new faculty to sponsored project administration either through workshops or individual meetings; develops support tools; and designs and conducts training and orientation sessions on grant-related and compliance issues.

Key Functions and Related Job Duties

Key Function Project Management Job duties performed for the above function

Review FOA/RFA/RFP requirements for submission with PI. Develop project management schedule. Create grant and costs sharing budgets where applicable. Compose budget justification if needed. Collects documentations and approval of proposed matching/cost-share
contributions. Complete agency forms with institutional information. Review application prior to submission for compliance with guidelines. Resolves any issues and confirms institutional approval for submission. Serves as the institutional expert on electronic proposal submissions and is responsible for uploading and authorizing online proposals for submission on behalf of the university.

Key Functions and Related Job Duties

Key Function Advising Job duties performed for the above function

Funding Searches-Consults with faculty & staff about research/ program interests. Conducts funding searches. Monitors emails and agency websites for potential funding opportunities. Communicates opportunities with interested campus
groups.

Other Duties and Responsibilities

Other Duties and Responsibilities Equal Opportunity Statement

Georgia College is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee and strives to create a campus environment which understands, fosters, and embraces the value of diversity. No person shall, on the grounds of race, color, sex, sexual orientation, religion, national origin, age, disability, veteran status, or genetic information, be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination, under any program or activity conducted by Georgia College.

Minimum Requirements

Proposed Minimum Experience/Education

Bachelor’s degree: AND at least three years of experience.

Department Required Skills List any other requirements Preferences

Preferred Years Experience, Skills, Training, Education

Masters degree and two year experience

Posting Detail Information

Posting Number S0637 Desired Start Date 03/01/2019 Position End Date (if temporary) Open Date 01/03/2019 Close Date Open Until Filled Yes Minimum Pay Rate-Annually $47,000.00 Special Instructions Summary Reference Letters

Reference Letters

Accept References No Minimum Requests Last Day a Reference Provider Can Submit Reference Applicant Special Instructions Supplemental Questions

Required fields are indicated with an asterisk (*).

1. Do you have a bachelor's degree?
   • Yes
   • No
2. Do you have at least three years of experience?
   • Yes
   • No

Applicant Documents Required Documents

1. Resume
2. Cover Letter/Letter of Application
3. List of References

Optional Documents