What are the responsibilities and job description for the Grants and Contracts Coordinator position at Oregon State University?
Grants and Contracts Coordinator
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Please see Special Instructions for more details.
To ensure full consideration, applications must be received by May 1, 2025. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Konnie Handschuch at Konnie.handschuch@oregonstate.edu
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu
Position Details
Position Information
Department
VP for Research (RIP)
Classification Title
Grants/Contracts Coordinator
Job Title
Grants and Contracts Coordinator
Appointment Type
Classified Staff
Job Location
Corvallis
Benefits Eligible
Full-Time, benefits eligible
Remote or Hybrid option?
Yes
Employment Category
Regular
Job Summary
This recruitment will be used to fill 1-2 full-time Grants and Contracts Coordinator positions for the Division of Research and Innovation at Oregon State University (OSU).
The Division of Research and Innovation supports OSU’s commitment to engaging in exceptional research by collaborating with faculty, staff, and students to facilitate ethical research, ensure regulatory compliance, and support the University’s strategic plan: Prosperity Widely Shared.
The Division of Research and Innovation supports OSU’s commitment to engaging in exceptional research by collaborating with faculty, staff, and students to facilitate ethical research, ensure regulatory compliance, and support the University’s strategic plan: Prosperity Widely Shared.
This position will report to a manager within in Research Support Services (RSS) under the Division of Research and Innovation (DRI). This position will collaborate with personnel across all teams in the DRI. Under the supervision of the RSS manager, the Grants/Contracts Coordinator will provide general, highly detail-oriented fiscal support to the Research Support Services (RSS) units under DRI. The position provides focused analytical support to the RSS partners which may include principal investigators, department heads/directors/unit leaders, and other researchers.
This position interacts with personnel in Research Support Services, Office for Sponsored Research and Award Administration (OSRAA), other Division of Research and Innovation units, as well as other campus personnel involved in research administration. This position will collaborate with Controller’s Unit, College/Center/Department leadership, and principal investigators to ensure timely, compliant, and accurate information specific to sponsored research. The position may provide focused analytical support with RSS by working with large amounts of data and multiple complex system processes. In addition, the incumbent is expected to provide excellent customer service and assistance to OSU’s faculty with a positive, partnership focused approach to relationship building both inside and outside of OSU. The Grant/Contract Coordinator will participate in process improvement work groups. This may include providing input and assistance in streamlining policies and processes.
Under the supervision of the RSS manager, the Grants/Contracts Coordinator will be responsible for overseeing the administration of sponsored awards (post award), and financial reporting and analysis for Research Support Services. These duties will include fiscal management of sponsored projects, reconciling accounts, financial report preparation, working with principal investigators and leaders in reviewing accounts and planning future projections, processing award adjustments, final cost auditing and closing.
This position is expected to review award guidelines and specific award terms and provide financial information to the Office of Sponsored Research Award Administration (OSRAA) and occasionally to granting agencies in a variety of formats, as required by sponsors.
To be successful in this role the incumbent must:
- Ensure high standards of accuracy and precision and be highly organized.
- Be articulate with excellent verbal and written communication skills.
- Be results oriented, with demonstrated ability to problem solve.
- Have the ability to build and maintain collaborative relationships across a wide stakeholder group.
- Have the ability to prioritize workload and proactively manage expectations in relation to agreed deliverables, even when faced with competing priorities.
- Comply with the systems and standards when dealing with internal and external customers.
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
- Top 1.4% university in the world
- More research funding than all public universities in Oregon combined
- 1 of 3 land, sea, space and sun grant universities in the U.S.
- 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
- 7 cultural resource centers that offer education, celebration and belonging for everyone
- 100 undergraduate degree programs, 80 graduate degrees plus hundreds of minor options and certificates
- 35k students including more than 2.3k international students and 10k students of color
- 217k alumni worldwide
- For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
- Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
- Retirement savings paid by the university.
- A generous paid leave package, including holidays, vacation and sick leave.
- Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
- Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
- Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
50% Accounting and Reporting
Reviews and verifies sponsored award accounts for accuracy, ensuring audit trail requirements are being met and recording procedures have been followed; reconciles individual transactions to General or Operating Ledger, tracks errors through the accounting system and makes appropriate reversals or correcting entries; reviews documents for appropriateness and obtains approvals; prepares journal vouchers, allocates charges and credits, assigns account codes and indexes; consults with faculty on needed labor distributions and complete labor distribution forms for processing. Assist faculty with award questions; prepares stipend requests for scholar/fellows and honorariums for reviewer participation; submits check requests information to accounts payable, submits personal services documents for processing.
Provides sponsored award budget data vs. expenditures; compares current account balances with budget limits and prepares variance reports; adjusts budget accounts according to established procedures by submitting necessary forms/information to Office for Sponsored Research and Award Administration (OSRAA). Provides regular fiscal reports to principal investigators on sponsored award status.
Evaluate requirements of each award to ensure cost-share, program income, and any other reporting requirements are met for a diverse portfolio of grants and contracts.
Analyze grant/contract expenditures for validity and allowability in relationship to the award and approved budget. Advise PI or other staff regarding needed corrections and cost allocation. Ensure expenditure compliance over the duration of the award period.
Communicate guidance and recommendations to principal investigators to prevent out of balance or compliance situations in project budgets and/or accounting. Work closely with PIs and other staff to facilitate timely and accurate financial reporting, project closeout, and other deadline-driven deliverables.
Ensure projects are closed out appropriately, meeting all administrative, fiscal and compliance requirements in accordance with various policy guidance and the terms of the award.
45% – Grant/Contract Administration
Provide consultation, advice, and direction regarding grant and/or contract issues and methods which will best meet requirements and award objectives. This includes review of grant and contract language for specific terms and conditions of awards and serving as a guidance and information resource to principal investigators (PIs), program/project staff, and other OSU research administrators.
Confer with internal offices to clarify sponsor, state and/or federal rules and guidelines related to the fiscal management of grants and contracts. Analyze, interpret, and communicate financial and deliverable compliance requirements to PIs and other OSU staff, as necessary. Ensure integrity and conformance to applicable standards of grant/contract implementation, execution, and closing to minimize risk of financial loss and/or audit irregularities. Identify and resolve problems, assure appropriate and timely correction of grant and/or contract fiscal compliance issues. Respond to requests from OSRAA to complete sponsor requirements.
Serve as a guidance and consultation resource for PIs and other OSU staff regarding fiscal policy for grants and contracts. This includes clarification of OSU policy as it applies to grants and contracts, and applying the rules and regulations for sponsor agency, state, and federal regulation, such as Uniform Guidance.
Complete necessary documents for the management of the sponsored awards (no cost extension requests, subaward requests, re-budget forms, documenting cost share requirements, completion and submission of PAR forms, and any other required forms).
5% – Other duties as assigned
This position will be engaged with special projects including, but not limited to participation in OSU committees on process and policy improvements; and attend professional development opportunities.
What We Require
Two years of grant/contract coordination experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating and administering public or private service contracts; AND A Bachelor’s degree in Business Administration with major courses in Accounting, Finance, or a related field. Three additional years of the above experience may substitute for the degree requirement. Some positions may also require experience locating sources of available grant funds and developing programs that qualify for those funds.
What You Will Need
- Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
- Strong analytical skills
- Strong written and oral communication skills.
- Ability to manage multiple projects/activities, problem solve, and make effective decisions.
- Ability to work independently and in a team environment.
- Knowledge of GAAP, Cost Accounting Standards and governmental or fund accounting.
- Knowledge and expertise in interpreting regulations, applying regulations to sponsored or other programs, and conveying the information verbally and in writing.
- Experience problem-solving within a complex sponsor, state, or federal regulatory environment.
- Experience working with large and/or complex financial accounting systems.
- Proficiency in Excel, including ability to design clear and adaptable spreadsheets.
Working Conditions / Work Schedule
This position, with supervisor and/or director approval, is open to partial telecommuting and remote work utilizing online team collaboration tools.
Pay Method
Hourly
Pay Period
16th - 15th of the following month
Pay Date
Last working day of the month
Min Salary
$24.58
Max Salary
$37.55
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/167493
Posting Detail Information
Posting Number
P05236CT
Number of Vacancies
1-2
Anticipated Appointment Begin Date
06/02/2025
Anticipated Appointment End Date
Posting Date
04/21/2025
Full Consideration Date
05/01/2025
Closing Date
05/11/2025
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by May 1, 2025. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Konnie Handschuch at Konnie.handschuch@oregonstate.edu
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu
Supplemental Questions
Salary : $25 - $38
