Grant and Contract Administrator or Senior Grand and Contract Administrator

Job description

*** To be considered, complete the online NAU application, and provide a cover letter and resume with 3-5 professional references.***

This position will be filled as a Grant and Contract Administrator (GCA) or as a Senior Grant and Contract Administrator (SGCA) depending on the qualifications of the selected applicant.

Job Description    

Grant and Contract Administrator (GCA)

  • Provides pre- and non-financial post-award research administrative services for the preparation and submission of proposals, negotiation and acceptance of awards, and administration of sponsored projects. Requires the ability to successfully and productively interact with all segments of the University community, as well as external granting agencies in the public and private sectors. The position reports to the Pre-Award Director, Office of Sponsored Projects.
  • Facilitates the University's involvement in projects and programs funded by external sponsors; matches potential funding sources with faculty research interests.
  • Proactively works with individual and multidisciplinary groups of faculty, staff and students to develop new proposals; advises on budget preparation and formatting of proposals to meet agency and University requirements and guidelines.
  • Provides administrative oversight including negotiating the terms and conditions of awards and sub-awards under the direction of the Sponsored Projects Officer or the Director; monitoring awards for compliance with the University, state, federal, and sponsor requirements; and advising faculty and staff on these requirements.
  • Advises and/or acts as an intermediary in communications with sponsor representatives to clarify requirements for proposal submission and award terms and conditions.
  • Provides training to faculty, staff and students in grantsmanship as well as in the use of grant administrative software.

Specific to Senior Grant and Contract Administrator (SGCA)

  • Serves as a resource for Grant and Contract Administrators in fulfilling above functions and provides training to Grants and Contracts Coordinators and OSP staff in grantsmanship as well as the use of grant administrative software.
  • Assignments include the most complex sponsored projects in the university’s grants and contracts portfolio.
  • Monitors developments in grants administration relative to current policies and procedures, and contributes to the development of institutional policies and procedures for pre- and non-financial post award sponsored projects administration.
  • Takes a leading role in managing one or more compliance/regulatory/technical areas for sponsored projects.
  • Assists in coordinating OSP functions in the absence of the Sponsored Projects Officer, including mentoring staff and reviewing proposal and award documents for signature by the Pre-Award Director and the Associate Vice President for Sponsored Projects.

Minimum Qualifications    

Grant and Contract Administrator

  • Bachelor's degree in a related field and 3-5 years of demonstrated experience in University grant and contract administration.
  • Any equivalent combination of experience, training and/or education in sponsored projects administration.

Senior Grant and Contract Administrator

  • Bachelor’s degree in a related field and 5-7 years of demonstrated experience in University grant and contract administration.
  • Any equivalent combination of experience, training and/or education in sponsored projects administration.

Preferred Qualifications    

  • Master’s degree in related field
  • Central and departmental-level experience in a university setting
  • Pre- and post-award sponsored projects experience in a university setting
  • Experience with a wide range of federal, state, and private sponsors
  • Experience with grants administrative software including Cayuse 424/SP
  • Knowledge of current regulatory requirements for sponsored projects administration
  • Prior experience in training.

 Knowledge Skills and Abilities    

  • Familiarity with programs and processes of primary granting agencies including federal agencies as well as corporate and private sponsors. Skill in proposal preparation and project management, including providing guidance to faculty on proposal and budget preparation and compliance with sponsor regulations and requirements. Experience in negotiating and writing contracts with federal agencies and/or commercial entities Knowledge of the university research environment. Familiarity with federal and state regulatory and compliance issues affecting Universities. Strong written communication and oral presentation skills. Analytical and problem solving skills. Outstanding time management skills. Ability to handle multiple priorities and to work comfortably in a fast-paced, deadline-driven environment. Computer literacy required. The NAU Office of Sponsored Projects uses a pc-platform with Windows XP Professional, MS Office Professional, and other specific software that support grant and contract management. Proficiency with MS Word, Excel, Adobe Acrobat, and PowerPoint. Proficiency with Cayuse 424/SP sponsored projects management software Ability to work with individuals from diverse cultural backgrounds.

Background Information    

Northern Arizona University requires satisfactory results for the following:  a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment.  You may also be required to complete a fingerprint background check.

Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

Finally, each year the Northern Arizona University Police Department releases an annual security report.  The report is a result of the federal law known as the Clery Act and contains policy statements that address the school’s policies, procedures and programs concerning safety and security including policies for responding to emergency situations and sexual offenses.  The report contains three years of data for Clery reportable crime statistics for the campus along with the most current year’s Fire Safety Report, which includes policy statements and fire statistics for Flagstaff on-campus student housing. 

The report may be viewed at or by visiting the NAUPD website at:  A printed copy of the report is available upon request by contacting the NAU Police Department, Records Department at (928)523-8884 or by visiting the department at Building 98A on the NAU Mountain Campus.


Commensurate with experience.

**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

FLSA Status    

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.


This is a Service Professional (SPF) position.  NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System or the Optional Retirement Program; 22 days of vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents.  More information on benefits at NAU is available at

NAU is a tobacco and smoke-free campus.

Service Professionals are hired on a contract basis, renewable each 6 months according to terms of the Conditions of Professional Service, which may be found at:

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan).  New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date.  Employees will have 31 days from their start date to enroll in benefits. If a new employee chooses the ASRS retirement option, participation in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, will begin on the first of the pay period following 6 months after the new employee's start date. New employees who choose to participate in the Optional Retirement Plan (ORP), which is an alternative to the ASRS plan for faculty and other appointed staff, will begin to participate on the first day of employment.  Additionally, the long-term disability plan that accompanies the ORP will begin on the first day of employment.  More information is available at:

Learning and Development    

Your career at Northern Arizona University includes the opportunity for professional development.  New employee on-boarding training includes courses to be completed within the first 30 days ( If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.  In addition to the development classes offered in-person, every NAU employee receives a free subscription to From this site you can access more than 1,400 training videos on a broad range of subjects, including business skills, photography, music and video, home computing, and web design and development.  

Application Deadline    

May 21, 2018 at 11:59 p.m.

How to Apply    

To apply for this position, please click on the "Apply" button on this page.  You must submit your application by clicking on the "Submit" button by midnight of the application deadline.  If you need assistance completing your application there are instructions available on line at or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets. 

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ  86011.

Equal Employment Opportunity    

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution.  Women, minorities, veterans and individuals with disabilities are encouraged to apply.  NAU is responsive to the needs of dual career couples.

EEO is the Law Poster and Supplements

NAU is an Employer of National Service.  AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No: 603696
Posted: 5/7/2018
Application Due: 5/21/2018
Work Type:
Salary: Commensurate with experience.