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Grants and Contracts Administrator


Assist Financial Management team with the financial portfolio which includes but not limited to closeouts, overdraft management, A/R monitoring etc.. Performs pre-award and/or post award activities for a unit (school, department, division, institute, or center). Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet guidelines and published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.


  • Manager assigned projects and financial project portfolios.
  • Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
  • Advise the PI on administrative requirements in preparing proposal submissions.
  • Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness.
  • Monitor compliance with regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.
  • Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise on budget adjustments and revisions necessary to meet the sponsor requirements.
  • Monitor proposal status and advise on requirements and deadlines associated with research protection protocols.
  • Develop project management plan for review.
  • May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
  • Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate appropriate department personnel.
  • Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements.
  • Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.
  • Reconcile monthly budget reports and inform supervisor of corrections/adjustments that have been made.
  • Identify the need for cost transfers from budget reconciliation; submit cost transfers.
  • As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
  • Monitor compliance with agency and University regulations regarding reporting.
  • Maintain financial records per the institutional documents retention guidelines.
  • Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.
  • Monitor and determine appropriate charging of patient care expenses to the study fund codes.
  • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
  • Manage overdrafts in line with unit procedures and institution guidance.
  • Ensure proper recording of revenue associated with all studies; apply revenue management standards.
  • Closeout all funded projects consistent with process and timelines.
  • Apply rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards
  • Submits reports to the Divisional Administrator/Business Manager when requested
  • May supervise grants and contracts assistants and support personnel.

Education and Experience:

  • Bachelor's Degree required. 
  • Research or grants education and/or certification is preferred.
  • Candidates who possess a Bachelor's, or Master's degree in a field of study directly related to the specific position require no prior experience.

Preferred Skills:

  • Ability to analyze data and formulate conclusions.
  • Ability to learn changing technologies related to grants and contracts management.
  • Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
  • Ability to communicate both verbally and in writing with all levels of the organization.
  • Ability to manage and prioritize multiple projects/tasks simultaneously.
  • Ability to create verbal and written reports.
  • Knowledgeable of federal rules and regulations relating to research grant and/or contract activity
  • Knowledgeable of policies and procedures relating to grant and contracts activity
  • Knowledge of processes, systems and offices related to and/or involved in grant and contract submission and management.
  • Understand and be able to apply appropriate rules to management of effort allocation for individuals compensated whole or in part from federal awards.
  • Understand and be able to apply costing rules and regulations to federally funded projects.
  • Experience with/Ability to perform required functions in SPS, R3, and SES relating to assigned duties.
  • Understand financial processes and controls including the reconciliation process
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