Grant Coordinator

The University of Kansas
Lawrence, KS

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

Job Details

Position OverviewThis position encompasses a wide range of activities related to both payroll and sponsored project administration. This position is responsible for processing and auditing payroll for the KU Office of Research and all grant-funded personnel, and for processing retroactive fund adjustments (RFA's) on sponsored project-funded positions. In addition to payroll, this position also encompasses a variety of sponsored project administration transactional responsibilities such as processing of tuition sponsorships and payments, fellowship sponsorships and payments, assisting in the effort certification process, and other functions related to the administrative and audit function of research administration.

The incumbent for this position is expected to work congenially and cooperatively under extreme pressure and tight deadlines. Job Description50% Payroll
  • Audit payroll appointments and verify that appointments comply with the sponsoring agency, university and state payroll guidelines. Verify that funding is active, combo codes are set up, and that the appropriate budget line for the appointment exists.
  • Audit and review submitted retroactive funding adjustments (RFAs).
  • Serve as a liaison between the KU Office of Research and members of the university community to advise on and resolve grant funded payroll-related questions and problems.
  • Review budget summaries and set up appropriate combo codes and pool ids.
  • Review sponsored project end dates and inactivate expired combo codes.
  • Work with KU Central Payroll Office, Shared Service HR representatives and the university research community to provide assistance with answering all payroll information requests and resolving any grant-funded payroll question or problem.
  • Follow established methods and systems to process payroll appointments in a timely manner.
  • Assist in developing new processes as needed.
  • Conduct Quarterly audit of payroll keyed by campus to ensure compliance with established internal controls.
20% Tuition and Fellowship
  • Assist with the timely and accurate processing of payments related to tuition and fellowships, and other sponsored-project related sponsorships. This process ensures initial determination, appropriate application of and audit for appropriate expenditures and coding for accurate payment processing.
  • Serve as a liaison between the KU Office of Research and members of the university community to advise and resolve problems or questions related to grant-funded tuition and fellowships including coordination of the correction and adjustment of accounting entries when appropriate.
15% Subrecipient Monitoring
  • Sub-recipient monitoring: duties include managing the administrative tasks associated with sub-recipient monitoring. This position will be key in reviewing single audits and helping to identify what kind of monitoring plan (if any) will be required.
  • This role is expected to work collaboratively with all Office of Research staff as well as the larger research community at KU to communicate subaward monitoring/compliance concerns and/or issues and help facilitate next steps to resolve any concerns.
15% Support for the office of Research Administration Compliance
  • Assist in the administration of our effort reporting system ecrt.
  • Assist with the processing of payroll exceptions in FITC.
  • Provide special reports as requested.
  • Perform other duties as assigned.
Required Qualifications
  1. Bachelor's degree in business, accounting or related field or a High School Diploma/GED and 3 or more years' experience in a relevant field.
  2. At least two years working in a setting that requires use of Microsoft Outlook, Excel and Word.
  3. Experience working independently to accomplish complex time sensitive tasks/duties as evidenced by prior work experience and working in and supporting a team environment.
  4. Excellent written communication skills as evidenced by application materials and previous work experience.
  5. Familiarity with the PeopleSoft payroll system as outlined in application materials.
  6. Work experience in sponsored projects administration as outlined in application materials.
  7. Familiarity with the University of Kansas payroll and employment related policies and procedures as outlined in application materials.
Preferred Qualifications
  1. Bachelor's degree in Accounting, Business, HR Management, or related field.
  2. Two or more years of experience accurately and routinely carrying out payroll, payroll auditing and/or budgetary/financial duties.
  3. Excellent oral communication skills and demonstrated problem solving experience.
Additional Candidate InstructionsA complete application consists of:

A cover letter addressing how required qualifications are met
3 Professional References

Incomplete applications will not be considered.

Application review will begin Monday, May 13th and will remain open until a qualified pool of candidates has been identified. Contact Information to ApplicantsKara McDowell
[email protected]
Advertised Salary Range$48,000 Application Review Begins13-May-2022 Anticipated Start Date31-May-2022


Working at the University of Kansas 

Join the University of Kansas, and you’ll become part of a Jayhawk family that spans the globe. Wear your KU shirt in London, Istanbul, Buenos Aires, Nairobi or anywhere else, and you will likely hear a resounding “Rock Chalk!” from a stranger. Of course, the appropriate response is an enthusiastic “Jayhawk!” Because, after all, they’re not really strangers, they’re family.

The Jayhawk community is united by more than 150 years of tradition and by our commitment to pushing the boundaries of knowledge, transforming the academic experience, and creating solutions through innovative research. KU’s mission is to lift students and society by educating leaders, building healthy communities and making discoveries that change the world.  

The University of Kansas is the state’s flagship university and one of just 66 invited members of the prestigious Association of American Universities (AAU). We consistently earn high rankings for academics and recognition as a premier research university.

KU faculty and staff embrace our role as the state’s flagship university, AAU member and R1 institution that serves the state, nation and world. We celebrate the energy and compassion that infuse the Jayhawk spirit; and, we remain true to KU’s historic values: the elevating force of education, the transformative power of research and the healing power of service.

Diversity, Equity, Inclusion, and Belonging 

The University of Kansas is committed to a learning and workplace environment that is representative of our nation and global society, accepts and values everyone, appreciates our common humanity and understands that our multiple differences are the cornerstone of academic preparation, professional excellence and distinction. KU must be a place where all people feel they belong and have access to resources and support that help them attain their educational and professional goals.

We recognize there are inequalities and privileges generated by historical and persistent intersecting differences by race, ethnicity, gender identities, gender expressions, sexual orientation, socio-economic status, age, abilities, religion, regional background, veteran status, citizenship status and nationality. And we hold ourselves accountable for policies, processes and programs that appreciate these and other differences and create more fair, safe and just learning, working and living environments for KU students, faculty and staff.


KU offers a broad array of undergraduate and graduate study programs, and we fulfill our mission through academic and research programs of international distinction, coupled with outstanding libraries, teaching museums and information technology. These resources enrich the academic experience for students from all 50 states and 112 countries, and provide enrichment resources for KU faculty and staff.


The university attains high levels of research productivity and recognizes that faculty are part of a network of scholars and academicians that shape a discipline as well as teach it. KU staff are integral to our research success, participating in and supporting discoveries that expand knowledge and improve lives.


The university and our employees serve society through research, teaching and the preservation and dissemination of knowledge. KU's academic programs, arts facilities and public programs provide cultural enrichment opportunities for the larger community. And, KU offers educational, research and service programs throughout the state. KU employees are encouraged to participate in and serve the campus and surrounding communities in a way that is meaningful to them.

International Dimension 

KU offers more than 100 programs of international study and cooperative research for KU students and faculty at sites around the world. The university offers teaching and research that draw upon and contribute to the most advanced developments throughout the United States and abroad. At the same time, KU's extensive international ties support economic development in Kansas.


The University of Kansas, our students and employees are committed to excellence. We foster a multicultural, inclusive environment in which the dignity and rights of individuals are respected. Intellectual diversity, integrity and disciplined inquiry in the search for knowledge are of paramount importance.

Our City and State 

KU sits atop Mt. Oread in the center of Lawrence, a town full of natural beauty and culture. In fact, Rolling Stone magazine named Lawrence one of the best college towns in the United States. Lawrence is home to more than 100,000 people, and has a charming, Midwestern friendliness that welcomes visitors and celebrates diversity. In addition to KU, Lawrence is home to Haskell Indian Nations University, the premiere tribal university in the United States.

Lawrence’s historic and thriving downtown features restaurants, nightlife and local shops offering unique finds that you won’t find anywhere else. The town has more than 50 parks, an encompassing mixed-use trail, and quick access to biking/hiking trails along the Kansas River and around Clinton Lake. A five-minute drive from Lawrence, Clinton Lake offers fishing, boating, beaches, camping and other outdoor activities.

Located just 40 minutes west of Kansas City, Lawrence offers the appeal of a mid-size, suburban town with quick access to the amenities of a large city, including an international airport. The Kansas City metro area is home to world-class museums and cultural activities, Jazz clubs and other nightlife venues, expansive shopping options, and exciting professional sports with the Kansas City Chiefs, Kansas City Royals and Sporting KC.

Kansas is in the center of the country, making it convenient and cost effective to fly or drive to destinations throughout the United States. Far from flat, the Flint Hills, just 90 minutes from Lawrence, offer panoramic vistas that showcase the breathtaking beauty of America.

Making KU Your Home 

Something about Lawrence is magnetic. Long-time residents are never surprised when a KU student or employee from out of state decides to make Lawrence their permanent home. And, even those who do leave often find themselves returning to “the nest” at some point in the future. In fact, Lawrence has been named by several publications as one of the best places to retire.

At the University of Kansas, you’ll join a global Jayhawk family and find a place to call home.

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