Grant & Contract Specialist

Job description

Hyde Park Campus

20147 Mol Gen/Cell Bio

About the Unit
The Department of Molecular Genetics and Cell Biology - MGCB - operates within the Division of Biological Sciences. Its faculty investigate molecular aspects of biological phenomena that operate on a cellular scale. The Department currently represents research on a wide range of biological problems and systems - its internationally recognized strengths include: invertebrate and vertebrate development, plant development and plant pathogen interactions, molecular biology, immunology, microbiology, cellular structure and function, and yeast genetics. The department administers the Cell and Molecular Biology Graduate program in the Molecular Biosciences Graduate Training Program Cluster. The cluster combines five programs: Cell and Molecular Biology (CMB), Biochemistry and Molecular Biology (BMB), Human Genetics (HG), Genetics, Genomics & Systems Biology (GGSB), and Development, Regeneration, and Stem Cell Biology (DRSB). MGCB also plays key roles in the undergraduate biology curricula at the University.

Job Information

Job Summary:

The Grant & Contract Administrator and Training Grant Administrator under general supervision will coordinate pre-award and/or post-award activities relating to grant and contract proposals and funding within the department.


Departmental Grant & Contract Administration:

  • Work directly with the executive administrator, faculty, and research staff to seek new funding opportunities.
  • Ensure that notice of relevant new funding opportunities for research programs are brought to the attention of the faculty.
  • Gather documentation and manage the execution of sub-awards, sponsored consulting agreements, and sub-award amendments.
  • Work with a broad array of sponsors to interpret the regulations and guidelines of funding programs with broad and complex guidelines for spending.
  • Ensure that all funding applications meet agency and university guidelines and regulations.
  • Work directly with the PI to develop proposal budgets in accordance with the needs of the research, agency requirements, and institutional requirements.
  • Assume responsibility for the timely submission of applications.
  • Coordinate active grant management including submission of progress reports and non-competing renewal/continual amendments, ensure timely submission of technical reports, just-in-time submissions, no-cost extensions, and agency required re-budgeting.
  • Work closely with the executive administrator to collect grant data for the annual budget.
  • Work closely with departmental and university post award administrators to transition newly awarded grant budgets to match Notice of Grant Awards.
  • Be responsible for all data entry and preparation of grant reports and trend analysis.
  • Interact with university research administration, faculty, departmental post award staff, and pre/post award staff from other departments and sections.

Training Grant Administration:

Assume the direct fiscal and reporting management of the Genetics and Regulation Training Grant, a federal training grant that has supported approximately 18 graduate students per year for the past 20 years. Coordinate data acquisition, storage, and the retrieval of past and current trainees as required for training grant renewals using a divisional database, standardized spreadsheets, and internet searches and maintaining each student's records, and student reimbursements via ePayment. Interact frequently with students and training faculty in scheduling and arranging meetings, programs, and other activities.
  • Provide data to the program directors regarding prospective candidates for training grant support. Ensure that the grant is in compliance with local grant management, federal agency regulations, and with university grant and financial policies and procedures.
  • Serve as a resource to other divisional administrators who are responsible for the preparation and submission of training grant proposals.
  • Assume fiscal responsibility for more than $800K in training grant funds per annum including ledger reconciliation. Hold authorized signer status for the training grant funds. Provide frequent and timely reports to the program directors regarding the financial status of the grant, maintain records of expenditures, approve expenditures on the grants, and develop budget recommendations.
  • Assume the leadership role in the collection of financial data and coordination of the tasks required for the preparation of training grant competing and non-competing renewals.
  • Communicate with the agency, sponsored award accounting, the office of graduate affairs and other related offices regarding the programmatic and fiscal status of training grants.
  • Complete all NIH activities electronic activities including completing the research performance progress report, xTrain appointments and terminations of trainees, xTract and MyNCBI review.

  • Strong computer skills including word processing, database management, and spreadsheet skills required.
  • Knowledge of federal and non-federal grant and contract policies required.
  • Excellent oral and written communication skills required.
  • Exceptional attention to detail required.
  • Flexible and adaptable work style 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 required.
  • Demonstrated initiative in improving processes and enhancing systems required.
  • Ability to exercise sound judgment, discretion, and tact required.
  • Excellent independent time management skills along with the ability to handle multiple and concurrent tasks within deadlines required.
  • Ability to interact with others using tact and diplomacy required.
  • Knowledge of research methods and funding sources preferred.
  • Knowledge of fund accounting preferred.

Additional Requirements

Benefit Eligibility

Pay Frequency

Pay Range
Depends on Qualification

Scheduled Weekly Hours


Job is Exempt?

Drug Test Required?

Does this position require incumbent to operate a vehicle on the job?

Health Screen Required?

Posting Date

Remove from Posting On or Before

Posting Statement:

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Full time

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Job No:
Posted: 5/8/2018
Application Due: 6/19/2018
Work Type: