Grants Specialist

Job description

Job Title: Grants Specialist
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 8758

Working under general supervision, this position is responsible for both pre- and post-award grants management for a specified set of departments in the Case School of Engineering. The person in this position assumes overall responsibility for the sponsored projects of assigned departments, and works directly with support staff, administrators, and investigators in preparing and submitting grant applications, interacting with sponsor representatives, and in managing grant accounts from establishment to closeout. The specialist will provide compliance oversight and guidance and communicate and interpret agency policies and requirements for investigative personnel.


    Review and process all grant applications submitted by faculty in preparation for institutional signature. All proposals are processed via the University’s Sponsored Programs Application for Research Tracking and Administration (SPARTA) system. Prepare for new and renewal of proposals: gather data and responds to request for information; research and compile information required; prepare initial budget; prepare support documentation; review proposal to ensure routine specifications are met. This responsibility requires thorough knowledge of School and University policies that must be applied to grants and contracts, knowledge and understanding of sponsor requirements, and understanding of issues that need to be addressed and resolved after an award is made. Issues that must be addressed in review are adherence to sponsor-specific requirements such as specific financial and research compliance issues, and regular financial disclosure to identify conflicts of interest. Proper review requires thorough knowledge of complex and myriad applicable School and University requirements for the proper conduct of research and administration of sponsored projects and the ability to analyze the information provided and use independent judgment without close supervision to determine if there are issues that must be addressed. (12%)Provide direction and training in grant preparation, administration, and compliance to investigators and so must have sufficient knowledge and experience to provide proper guidance and judgment to determine when to confer with supervisors, other experts within the University, or agency representatives. Provide expertise and assistance to principal investigators and to departmental administrators on policy guidelines and budgetary, personnel, and expenditure control activities. Develop effective working relationships with all constituents. (12%)Review contracts for a variety of legal and policy issues, including publication, rights to data, disposition of intellectual property, financial arrangements, indemnification, etc. Thorough review requires knowledge of acceptable alternatives to contract terms and the person in this position must have strong negotiating skills for negotiating these terms within appropriate parameters with sponsored project personnel at other institutions. Must exercise judgment in determining when issues must be referred to other research administration or technology transfer personnel. (12%)Manage award accounts, noting terms and conditions of awards, and review these with principal investigators and departmental administrators. Proactively provide financial analysis and fiscal management for assigned contract and grant funds. Proper stewardship of sponsored program funds depends on understanding and communicating these terms and conditions that must be met if the University is to remain a recipient of such funding. (12%)Prepare and issue all sub-award agreements to collaborating institutions, using applicable guidelines and templates to prepare these and negotiate terms with collaborators. (8%)Monitor deadlines for progress and final reports and provide principal investigators and administrators with the necessary information to complete and submit reports. Timely submission of these reports is an important compliance issue for the University. (6%)Responsible for monitoring post award salary and non-salary expenditures. Responsible for forecasting research account expenditures. Review and approve all research expenditures. (10%)Work with sponsors to ensure that proper procedures are followed and that submissions are successful. (8%)Maintain and update proposal and award database, assuring quality of the data so that meaningful and accurate reporting can originate from this source. These data form the basis for planning and budget forecasting in research activity. (8%)Maintain and enhance up-to-date knowledge and skills applicable to sponsored program activity through additional training, conferences, and meetings of research administration professional societies or through the review of professional literature. Such continuing education is critical to effective performance as interpretations, requirements, and electronic capability of sponsors change frequently. (6%)


    Participate in the development and monitoring of policies and procedures for department operations (3%)Perform other duties as assigned. (3%)


Department: Daily contact with department chairs, faculty, and other staff to discuss and delegate work assignments. Daily contact with staff in Finance and Administration to discuss projects, coordinate activities, process and resolve questions regarding financial reports, and employee relations issues. Regular contact with Research Administration Managers in the other departments to network and exchange ideas and to coordinate preparation of proposal budgets.

University: Regular contact with staff in various central administration offices such as Research Administration, Purchasing, Controller’s Office to provide and request information.

External: Contact with outside funding agencies and organizations to discuss or deal with administrative and financial issues relating to current or potential funded projects.

Students: Daily contact with students in the department to answer questions and resolve problems relating to purchasing.


Train new staff and oversee the work of student employees.


Experience: 1-3 years of experience in areas related to research administration.

Education/licensing: High school education required. Bachelor’s degree with coursework in business, finance, or accounting preferred.


    Experience in managing financial accounts and funds, including cost projections and budgeting, ability to perform mid-level financial analysis and customized reporting. Knowledge of OMB circulars such as A-21, A110, A-133, Federal Acquisition Regulations, and principles of cost accounting standards, including allowability, allocability, and reasonableness. Basic working knowledge of institutions of higher education’s fiscal policies/procedures. Ability to learn within the first six months external sponsor requirements. Strong organizational, problem solving, and excellent customer service skills. Effective oral and written communication skills. Good interpersonal skills to interact with diverse groups. Ability to work in a fast-paced environment with overlapping deadlines and short lead times. Must be able to multi-task and quickly shift priorities. Ability to work independently as well as in a team. Proficiency working with information management systems. Demonstrated competence in the use of spreadsheet and database in financial analysis, fiscal management and financial reports. Demonstrated ability to work in Excel. Ability to meet consistent attendance. Ability to interact with colleagues, supervisors, and customers face to face.


Typical office environment. The employee will perform repetitive motion using computer mouse and keyboard to type.

Diversity Statement

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


Reasonable Accommodations

Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.





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Job No:
Posted: 4/10/2021
Application Due: 7/25/2021
Work Type: Full Time