Grants Administrator- Award Management

Department

RI Sponsored Programs Administration (SPA)

Grants Administration

Position Title

Grants Administrator- Award Management

Job Family Group

Professional Staff

Job Description Summary

Support pre- and post-award grant administration of a portfolio for a particular department/college or program. Work with faculty and staff to research, review and ensure grant proposals are compliant with institutional and sponsor policies, procedures, rules and regulations. Coordinate internal communication throughout the lifecycle of the award to ensure accurate and complete records are maintained.

Job Description

Required Qualifications

Education: Bachelor’s degree in a relevant field of study (accounting, business or life sciences) or equivalent experience.

Work Experience: Three years or more of related work experience.

Preferred Qualifications

Education: Master’s degree in a relevant field of study (accounting, business or life sciences).

Work Experience

• Experience reading and interpreting funding opportunity announcements and demonstrated knowledge of pre-award grant submission process highly preferred.
• Working knowledge of NIH application requirements and policy regulations and a familiarity with web-based submission software (eg: MySponsoredProjects, Altum proposal Central) are ideal.
• Experience in an academic setting.
  
  

Skills

• Excellent communication, interpersonal, analytical and problem-solving skills.
• Ability to work with faculty, staff, external entities, and other internal departments in a professional manner with refined verbal and written communication skills.
  
  

Job Duties

Pre-Award Quality Assurance Review and Submission:

• Responsible for quality assurance (QA) review of assigned grant applications, including and renewals, for KUMC research awards and sponsored projects.
• Maintains up-to-date knowledge of institutional policies as applicable to all aspects of requests and management of external funding requests.
• Analyzes and becomes familiar with funding opportunity announcements, standard general guidelines, specific guidelines and related notices, as applicable, in preparation of review of federal and non-federal applications to external sponsors.
• Serves as a resource to faculty/Department Research Managers for answering unique and complex questions as related to KUMC policies and procedures, sponsor requirements, and federal regulations and allowability
• Coordinates institutional approvals for special circumstances such as PI status, cost share, late proposal submission, eligibility, and non-standard application forms/letters requiring institutional approval.
• Ensures ancillary reviews are requested based on completion of ePRS/Funding Proposal and budget and ensures required notifications have been sent.
• Performs a quality assurance (QA) review of all application components against sponsor requirements, coordinating clarifications with research managers and PIs to finalize application
• Reviews budget and budget justifications to ensure clarity, allowability, ensures base salary can be verified and institutional F&A is appropriately applied, adjusting accordingly.
• Ensures subaward LOIs reflect the subaward budget in the application and coordinates COI, when needed.
• Performs a QA review of the ePRS/Funding Proposal against the application to ensure the ePRS/Funding Proposal accurately captures the details of the application for accurate institutional reporting.
• Approves and submits federal submissions in Huron SF424.
• Communicates and supports resolution of errors resulting at the time of submission; submits a change/corrected application resulting from submission errors and/or other errors identified as critical.
• After submission, notifies PI/research manager of final submission status and archives all application materials and documentation in the internal network folders (HRS will serve as the document repository in FY23) in an easily retrievable fashion and in accordance with institutional requirements for audit; finalizing submission in the HRS system
  
  

Award Set-up And Modification

• Coordination of communications for award modifications and administrative updates to the award record within the Huron Research Suite. QA review/submission of supplements, renewals, and reports to the sponsor. The portfolio for this position may involve one or more complex center grants.
• Reviews Notices of Award and creating the award record; coordinating budget reconciliation, if needed; creating/updating the deliverables schedule; review and identification of special terms and conditions.
• Pilots: Supports QA review of prior approvals for pilots, submitting via e-mail or ASSIST, as required by NIH. Once approved, the Sponsored Project will complete a modification in HRS.
• Supplements and Renewals: QA review and submission (as described for pre-award applications) of supplements and renewals. The Sponsored Projects will be responsible for post-submission materials, just-in-time requests, and related communications. Once awarded, the Sponsored Project is responsible for completing the award modification or new award process, as applicable, in HRS.
• Continuations: Submission of continuations (quarterly, annual, or ad-hoc progress reports), closeout reports and xTrain termination/stipend confirmations in the eRA Commons and other sponsor portals, as applicable. The Sponsored Project Officer/Administrator will request/collect required information, such as the unobligated balance, effort reports and confirmation of semi-annual payroll certification in ECC, invention status, etc., from SPA team members, RI partners and other institutional contacts as a reference point for review of information reported by the PI on reports to the sponsor, supporting problem-solving with the PI and research manager to resolve any discrepancies and ensuring a high degree of regulatory compliance in response to the sponsor while maintaining a complete internal record for audit.
• Compliance Modifications: At the request of the PI/research administrator, the Sponsored Projects Officer/Administrator will communicate requests to remove restrictions and/or provide updates to ensure compliance with the award terms & conditions of the sponsor, making subsequent updates to the Huron Research Suite award record award record with communications and attachments once modification approval has been received and approved by the sponsor, as well as notifying the Post-Award administrator, as needed.
  
  

Process Improvement & Other Duties As Assigned

• Provides training and feedback to Pre-Award Administrators, including refining communication and interpreting sponsor guidelines, policies, procedures, rules, regulations, terms, and conditions and in award management activities to support profession growth, as well as institutional research growth.
• Recommends changes and presents ideas to improve communication, processes, accuracy, and customer service. Works closely with SPA team members to accommodate system upgrades and streamline processes.
• Provides and presents new information at department faculty/research faculty meetings to inform faculty and staff of new processes or procedures that affect sponsored projects.
• Attends training for new Workday systems, Sponsored Programs Administration trainings, and other KUMC trainings that benefit the employee, position, or department.
• Participates in information and planning meetings with research faculty, Department/School Research Director/Chair/Dean, and the Research Institute/Sponsored Programs Administration on key issues as related to pre-award and award management processes.
• Other duties as assigned.
  
  

Required Documents

• Resume/CV
• Cover Letter
  
  

Comprehensive Benefits Package

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type

Regular

Time Type

Full time

Rate Type

Salary

Compensation Statement

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range

$58,656.00 - $86,000.00

Minimum

$58,656.00

Midpoint

$72,328.00

Maximum

$86,000.00