Grants & Contracts Specialist

Mar 28, 2017
Institution Type
Four-Year Institution
About The Unit:

Unit Job Summary: Grants & Contracts Specialist: Under general supervision of the Grants & Contracts Manager, coordinates pre-award and/or post-award activities relating to grant and contract proposals/funding within a department or unit. Pre Award: Works directly with the faculty and research staff to seek new avenues for funding and new grant opportunities. Ensures that notices of relevant new funding opportunities for research programs are brought to the attention of the faculty. Gathers needed documentation and manages the execution of Subawards, Sponsored Consulting Agreements, and Subaward Amendments. Works with a broad array of sponsors, interpreting regulations and guidelines of multiple programs funding with broad and complex guidelines for spending. Ensures all applications meet agency and University guidelines. Works directly with the PI to develop proposal budgets, in accordance with the needs of the research plan and Agency and Institutional Requirements. Responsible for timely submission of application. Coordinates Active grant management, including submission of progress reports, non-competing applications, renewal/continual amendments, ensuring timely submission of technical reports, just-in-time submissions, no-cost extensions, and Agency required rebudgeting. Works closely with Post Award individuals (if separate) to transition grant administration upon award, including updating proposed budget to match Notice of Grant Award. Responsible for all data entry and preparation of grant reports and trend analysis. Interacts with University Research Administration, Faculty, Department Post-Award Staff, Pre/Post Award staff in other departments, Section Administrators. Post Award: Handle post award activity including account creation, regulatory and compliance monitoring, salary allocations and effort reporting, grant projections, cost allocations, cost center charges, equipment inventory, invoice preparation, grant closing process and account closing. Prepares detail expense budgets based on awarded funds from the agency. Allocates, authorizes, monitors, and controls expenses (oversees, if section administrators in department). Maintains accounts including oversight, reconciliation, and error correction. Submits cost transfers/ late cost transfers, as necessary. Performs financial forecasting. Coordinates submission of closing memos to ensure timely submission of FSR. Understands regulations and guidelines related to various awarding agencies. Prepares summaries of grants and effort allocations for Principal Investigators. Meets regularly with Principal Investigators regarding grant portfolio and expense allocation. Responds to Principal Investigators questions. Coordinates with other departments/ units/ divisions regarding multi investigator grants. Communicates status of faculty accounts to supervisor and other appropriate parties on a regular basis. May also oversee analysis and oversight of Principal Investigators gifts and renewal accounts. Serves as department contact for annual audits and agency site visits. Interacts with University Research Administration, Faculty, Department Pre-Award Staff, Department Human Resources, Pre/Post Award staff in other departments and Financial Services Office personnel. May supervise grant and contract coordinators or other staff members.

Unit Education: Bachelor's degree or a minimum of five year experience required. Bachelor's degree or higher in accounting, business administration, or science preferred.

Unit Experience: Three years of administrative, accounting, or grant and contract administration experience preferred. Experience with budgets, ledgers, invoices, and fiscal reporting preferred. Experience in one or more aspects of sponsored program administration in a research environment preferred. Experience with accounting systems preferred.

Unit Job Function Competencies: Strong computer skills including word processing, database management, and spreadsheet skills required. Excellent verbal and written communication skills required. Attention to detail required. Ability to be flexible and adaptable required. Knowledge of general accounting standards and auditing required. Strong organizational skills required. Strong financial and analytic skills required. Ability to research issues and propose solutions to problems required. Demonstrated initiative in improving processes and enhancing systems required. Ability to exercise sound judgment, discretion and tact required. Familiarity with federal and non-federal grant and contract policies required. Time management skills and the ability to handle multiple, concurrent tasks within deadlines required. Ability to work with individuals from across the division and university required. Knowledge of research methods and funding sources preferred. Knowledge of Clinical Trials preferred. Supervisory skills if individuals reporting to position preferred. Knowledge of federal and non federal regulations for grant management preferred. Knowledge of fund accounting preferred. Proficiency with spreadsheet, word processing software, and accounting software preferred.

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