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Business Services Coordinator

The University of North Carolina at Charlotte
Contracts & Grants Office

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Job Details

Vacancy Open to:

All Candidates

Employment Type:

Permanent - Full-time

Hours per week:


Months per year:


Position Number:


NC Salary Grade Equivalency:


Classification Title:

Business Services Coordinator - Contributing

Working Title:

Business Services Coordinator

Salary Range:

$31,888 - $39,000

Anticipate Hiring Range:

$31,888 - $39,000

FLSA Status:

Non Exempt


Academic Affairs


College of Engineering (Col)

Work Unit:

College of Engineering

Work Schedule:

8:00 am – 5:00 pm; Monday – Friday

Primary Purpose of Position:

Supports the Pre and Post Award Contracts and Grants Office in research administration, data entry, reporting information, communications, data retention, expenditure/tracking of office budget, and general administrative tasks as directed by supervisor. Additionally, this position will support the new Associate Dean for Research and Director of Contracts and Grants Office in initiating personnel actions within the Niner Talent system.

Minimum Education/Experience:

Required Minimum Qualifications:

Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

University Preferred Qualifications:

Four-year degree in a related business function; or an equivalent combination of training and experience.

Essential Job Duties:

Supports Pre and Post Award administration needs within the Contracts and Grants Office, including research administration support duties, data entry, reporting information to College Faculty and staff, communications, data retention, expenditure/tracking of office budget, office travel and general administrative tasks as directed by supervisor.

Other Work Responsibilities:

Assist college level Pre and Post Award administrators in many aspects of Banner and data entry (e.g. internal budgets, etc.) into respective internal and/or sponsor eRA systems. Financial knowledge and knowledge of university procedures to provide primary training to new post award staff while at the same time assisting new departmental personnel in their responsibilities. Serves as backup at the college and departmental level when the normal business personnel are either absent, or positions vacant . Provides major assistance in ensuring documentation is on file for required cost sharing in support of federal projects.
Assist the Associate Dean for Research and the Director of Contracts and Grants Office with personnel actions and initiating Niner Talent actions for new hires and position update requests. Additionally, assist with Niner Talent action items for non-student temporary workers within the Contracts and Grants Office.

Record, compile, and summarize account, expenditure, and purchasing data in the respective CoEN database(s) on no less than a weekly basis. Review data and information for completeness and accuracy using standard guidelines. Maintain support documentation in an organized and quickly accessible filing system. Files, including shared office files, are maintained so that all documents are in the correct order, in the correct file, and purged/archived as required. Review all forms related to personnel actions promptly and return them to originator if the request is unclear or out of compliance with policy. Explain necessary revisions. Submit check request, travel authorizations, etc. and other requests for services or goods requiring fund numbers promptly to appropriate unit. Prepares electronic Grant Information files with accurate data for funded projects to expedite fund assignment by Sponsored Programs. information for completeness and accuracy using standard guidelines.
Access information in office systems to respond to requests and obtain standard information. Understands the shared folder structure utilized between the research entities of the Colleges, the Office of Research Services and Sponsored Programs Financial Management. Understand, apply, and problem solve technical issues related to the job. Learns new computer applications. Attending ITS, Banner, or CoEN training sessions on software and modifications, as required. Apply new learning to daily tasks and projects.
Draft letters, memos, etc. are completed for review and signature by expected timeline. Ensure revisions are made accurately and letters are delivered on time. Assist with ensuring that materials for grant submission are compiled and edited for supervisor review. Composes letters, emails, memos etc. and conducts accuracy review prior to submission to sponsoring agency. Prepare correspondence (emails, letters, memos) for signature to federal, state, and local government agencies as appropriate for proposal submissions. Also prepares cover letters and memos for movement of contractual materials and supporting documentation (including employee salary verification and indirect cost rate agreements, etc.) to governmental agencies required to document same in their contractual awards.
Provide prompt answers to questions within scope of work professionally and pleasantly. Give customers with questions outside work scope a specific time frame as to when they will receive resolution to their concern or problem, or refer them to specialist in another area.

Departmental Preferred Experience, Skills, Training/Education:

• Associates degree preferred and experience in a University administrative office.
• Experience with financial reconciliations of general fund and/or grants.
• Proficient with Microsoft Office software.
• Experience with balancing budgets.
• Experience reconciling accounts.
• Familiar with Banner and SAM systems.
• Familiar with personnel processes.
• Familiar with purchasing in an e-procurement system / using 49er Mart or equivalent.
• Experience with PCard transactions.
• Personnel experience in Human Resources Management System.
• Familiar with student hiring processes including student appointments
student appointments
• Experience / ability to build class schedules.
• Personable with students and faculty.
• Excellent oral and written communication skills.

Work Location:

Contracts & Grants Office

Posting date:


Closing date:


Special Notes to Applicants:

Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application.

* Do not write ‘see resume’ on your application when completing the job duties section.

If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

* Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

Please submit a resume and cover letter with your application.

* These documents will be used to evaluate your written communication skills as well as supporting documents of your knowledge, skills, abilities, education and professional experience.


About Us

UNC Charlotte is North Carolina's urban research university. It leverages its location in the state's largest city to offer internationally competitive programs of research and creative activity, exemplary undergraduate, graduate and professional programs, and a focused set of community engagement initiatives. UNC Charlotte maintains a particular commitment to addressing the cultural, economic, educational, environmental, health, and social needs of the greater Charlotte region. 

Located in the state’s largest metropolitan area, UNC Charlotte is among the fastest growing universities in the UNC System.  A large public university with a small college feel, UNC Charlotte’s 1,000-acre campus is the home away from home for more than 29,000 students.  The University offers internationally competitive research and creative activity opportunities and exemplary undergraduate, graduate and professional programs coupled with a focused set of community engagement initiatives that enrich the region’s quality of life.

In fulfilling our mission, we envision a University that promises:

  • An accessible and affordable quality education that equips students with intellectual and professional skills, ethical principles, and an international perspective.
  • A strong foundation in liberal arts and opportunities for experiential education to enhance students’ personal and professional growth.
  • A robust intellectual environment that values social and cultural diversity, free expression, collegiality, integrity, and mutual respect.
  • A safe, diverse, team-oriented, ethically responsible, and respectful workplace environment that develops the professional capacities of our faculty and staff.

To achieve a leadership position in higher education, we will:

  • Rigorously assess our progress toward our institutional, academic, and administrative plans using benchmarks appropriate to the goals articulated by our programs and in our plans.
  • Serve as faithful stewards of the public and private resources entrusted to us and provide effective and efficient administrative services that exceed the expectations of our diverse constituencies.
  • Create meaningful collaborations among university, business, and community leaders to address issues and opportunities of the region.
  • Develop an infrastructure that makes learning accessible to those on campus and in our community and supports the scholarly activities of the faculty.
  • Pursue opportunities to enhance personal wellness through artistic, athletic, or recreational activities.
  • Operate an attractive, environmentally responsible and sustainable campus integrated with the retail and residential neighborhoods that surround us.

Dual Career

The University of North Carolina at Charlotte is committed to the recruitment and retention of highly qualified and productive faculty, administrators, and other professional staff members. We recognize that career decisions are influenced by family considerations.  For up to one year from the date of an employee’s relocation to Charlotte, the University will assist the employee’s  spouse or domestic partner with efforts to find employment within the University and/or within the surrounding area.

Diversity at UNC Charlotte

UNC Charlotte is committed to cultivating diversity and inclusion throughout the campus. Our campus community is comprised of people who represent the wide breadth of gender identities, sexualities, races and ethnicities, faith traditions, nationalities, and other social groups and backgrounds.  All of these identities and experiences enrich the University as a whole.  UNC Charlotte strives to celebrate and leverage the benefits of this diversity, and to sustain an inclusive and welcoming environment for all students, faculty, and staff.

To learn more about plans, programs, resources and news and events relating to diversity and inclusion at UNC Charlotte please use the following link:

To access the full text of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion please use the following link:

Optional text if space allows….

Overview of the UNC Charlotte Plan for Campus Diversity, Access and Inclusion.

The goal of quality education for all at UNC Charlotte is the foundation for our Diversity Plan.  At its fullest potential, higher education allows students to interact with people from different backgrounds and to engage a range of ideas and perspectives.  This educational experience cultivates the skills that graduates will need to function adeptly in a global society.  

As North Carolina and the Charlotte region undergo rapid population growth and demographic change, UNC Charlotte must respond to the needs of a more diverse student population. It is imperative that the University prepare its students to become leaders and thriving citizens in a pluralistic and multicultural society. In adopting our Diversity Plan, we affirm that:


    • We believe that a diverse faculty, staff and student body are critical in advancing teaching, scholarship, and community engagement at UNC Charlotte.
    • We are committed to enhancing opportunities for living, working and learning in a diverse environment
    • We are committed to educating our students to interact effectively and respectfully in the global community. 

      The Plan identifies components of a diverse campus community and outlines steps toward building an inclusive environment that promotes the success of all students, faculty, and staff. It is a living document that affirms our institutional values and is designed to offer guidance to University departments and units for achieving the University goals for diversity.  The seven broad objectives of the Diversity Plan are:

      1: Promote a broad understanding of goals for diversity, access, and inclusion for the University through active outreach to the campus community.

      2: Recruit and graduate a diverse student body that reflects community diversity and addresses the state’s need to increase access to higher education for historically underrepresented and economically disadvantaged students.

      3: Increase the recruitment of underrepresented faculty and advance their progression through the faculty ranks.

                  4: Increase the representation of staff from underrepresented groups.

      5: Ensure the presence of institutional environments and course development that enhance learning and appreciation for the full range of diversity.

      6: Develop external relationships with the community to enhance diversity on and off campus.

                  7: Ensure the Success of the Plan through Assessment, Accountability, and Recognition.


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