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Grants and Contracts Coordinator- Chemistry

The University of Tennessee, Knoxville
Knoxville, TN

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Administrative Jobs
Academic Affairs, Sponsored Programs, Grants & Contracts
Employment Type
Full Time
Institution Type
Four-Year Institution
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Job Details

Grants and Contracts Coordinator – Department of Chemistry

Primary Location:  Knoxville, TN

Organization: Arts and Sciences, Department of Chemistry

Schedule: Regular, Full-time

Pay Grade: MR06, non-exempt

Regular Full-time, Paygrade MR06, non-exempt


The Department of Chemistry has a Grants and Contract Coordinator position open which is under the general direction of the Financial Business Manager and is a vital member of the department’s administrative support team as a faculty (PI) accounting associate. This position is responsible for the daily management of roughly 90 departmental sponsored projects and other faculty (PI) accounts.  In order to effectively manage these accounts, this position must: write proposals; advise faculty on Uniform Guidance, agency questions, and compliance issues; create subcontracts; reconcile ledgers and provide faculty with the monthly financial status for each awarded sponsored project; ensure sponsored project expenditures comply with University, federal, and agency guidelines; and properly close accounts when projects are complete to prevent over-expenditures and disallowed charges. In addition, this position acts as a reviewer for all departmental accounts payable, travel, research transactions, and acts as one of the two backups to the Financial Business Manager.

Duties and Responsibilities

Pre-Award: prepares proposal budgets and submits for review and approval in accordance with University and granting agency deadlines (which vary by agency); reviews budget justification for appropriateness and completeness of content, ensuring that the submitted budget meets the granting agency's budget requirements; assures that proposals are in compliance with university fiscal policy and the requirements of the funding agency; reviews solicitations or RFP for documents needed to submit the proposal; starts proposal process in Cayuse and acts as liaison with the Office of Research and Sponsored Project Accounting on behalf of the PI throughout the proposal process; completes proposal application packages for PI through fastlane and forms; completes proposal documents as needed, such as current and pending forms.

Post-Award: monitors over $6.5 million in annual project spending to ensure funds received are expended according to federal, sponsor, and university regulations; reconciles roughly 90 research and other PI account ledgers; forecasts account budgets each month and communicates project status with PIs; provides PI with information and data for project reports required by the sponsor; coordinates process when rebudgeting is required or requests for no-cost extensions are needed; sets up subcontracts associated with award; monitors subaward financial activity and processes subcontract invoices for payment; prepares effort certification reports and enters effort into IRIS; completes close out documents when project ends, including any subcontract close out documents.

Administrative Responsibilities: reviews all accounts payable, travel, and research transactions; acts as one of the two backups to the Financial Business Manager; provides guidance to procurement staff on WBS elements to charge for purchases made by PIs on sponsored projects; primary resource for faculty (PI) regarding Uniform Guidance, Federal Acquisition Regulation, and University policies and procedures related to grants and contracts.

Knowledge, Skills and Abilities

Required:  Knowledge of Uniform Guidance and Federal Acquisition Regulation; MS Office skills; ability to solve problems; ability to learn new software and processes; ability to improve processes through critical thinking; ability to effectively communicate with diverse faculty, staff, and students; ability to multi-task, be organized, and pay attention to detail; ability to be dependable, punctual, and a team player.

Preferred: Knowledge of UT fiscal, and research policies; knowledge of granting agency requirements.          


Minimum Educational Requirements: 

High School Diploma/GED; prefer someone with Bachelor’s Degree

Required Experience: 

Two to three years of working with sponsored projects.

Preferred Experience: 

Four to five years of experience: working in accounting; writing proposals; developing, analyzing, and forecasting budgets; and working with researchers in an academic setting.

Applicants must apply through the UT HR website:






Job: Other Admin Asst/Secr/Clerical
Primary Location: US-Tennessee-knoxville
Organization: Chemistry
Schedule: Full-time
Job Posting: Nov 8, 2021, 12:35:46 PM


Working at The University of Tennessee, Knoxville

Founded in 1794, the University of Tennessee is one of the nation’s oldest and most storied public universities. Based in Knoxville, Tennessee’s flagship land-grant institution includes the statewide Institute of Agriculture and the Space Institute in Tullahoma. The university embodies excellence in teaching, discovery, scholarship, research, creative activity, outreach, and engagement. Known as the Volunteers, we lead with a spirit of selflessness, empathy, and courage, and strive to be champions for diversity, equity, and inclusion

UT Knoxville is a Research 1 university with 11 academic colleges and more than 900 programs of study. With an enrollment of more than 30,000 students, our academic programs are repeatedly ranked top in their class. The university co-manages Oak Ridge National Laboratory, the country’s most prominent national lab, driving innovation in advanced manufacturing and materials, national security, and more. We are closely connected with our communities through outreach and extension efforts across Tennessee and through partnerships with non-profits, corporations, and industries—regionally, nationally, and around the globe.

The city of Knoxville is nestled in the foothills of the Great Smoky Mountains. The modern, thriving community is surrounded by gorgeous lakes and hundreds of miles of walking, hiking, and biking trails. Situated along the banks of the Tennessee River, our beautiful features an eclectic music scene, internationally recognized festivals, unique restaurants, and a robust offering of diverse cultural activities. Knoxville is located within a day’s drive of Atlanta, Nashville, Asheville, Charlotte, Louisville, Cincinnati, Memphis, Chicago, and Washington D.C.

Knoxville and the surrounding counties have a population of more than 850,000 people. The region houses many leading corporations and organizations, including Oak Ridge National Laboratory, Pilot/Flying J, the Tennessee Valley Authority, and Regal Cinemas, along with HGTV, Food Network, and other networks owned by Discovery Inc.

As a member of the UT family, you will be surrounded by top-notch faculty, staff, and students from around the world. You will be part of a diverse campus community that is passionate about changing the world and cheering for the Vols on game day.

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