The Grant & Contract Specialist will work independently and collaboratively to coordinate grant/contract proposals and renewal submissions; monitor project budgets; advise Principal Investigator(s) of the current budget status and projections; and interact with Center personnel and external organizations regarding fiscal aspects of the projects/program.
This is a multi-faceted position with a range of fiscal responsibilities. The individual in this position must be able to work independently and prioritize tasks to meet grant/contract submission and reporting deadlines.
This individual will manage the day-to-day grant/contract operations associated with several large grants for multiple faculty within Population Sciences/Vaccine and Infectious Disease Division, including monthly reconciliation and financial reporting; developing, modifying, and maintaining shadow-books and ad-hoc reports using complex Excel tools; resolve issues as needed for the timely conveyance of funds; and act in an advisory capacity for Principal Investigators. The person will perform fiscal analyses and financial reporting, including strategic planning, problem solving, interpreting, reviewing and providing recommendations.
1. Works closely with Principal Investigators and the Finance Team members, to prepare and submit grant and contract applications to funding agencies, ensuring all forms are completed correctly, all content is included, and the application receipt deadline is met.
2. Understands and has a facility with the range of forms that the Center and various funding agencies require. Maintains and updates content on a periodic basis to ensure that the most accurate information is included.
3. Takes responsibility to plan and prepare the budget and related financial portions of the grant/contract submission. Ensures that content is accurate, complete, and in compliance with the governing regulations. Secures the necessary signatures for grant and contract applications and tracks the approval process so that all necessary permissions are documented prior to the grant/contract deadline for submission.
4. Serves as the submission coordinator and ensures that the final documents are complete, the application is packaged and addressed properly for shipping, and the package is mailed or transmitted on a timely basis to meet the submission deadlines.
5. Assists faculty members as they navigate the grant proposal process. Understands all parts of the application process and the different requirements of various funding sources.
6. Monitor project budgets, maintains accounting record of grants, contracts and institutional accounts, and works actively with Principal Investigator regarding account spending levels and financial forecasts.
7. Works directly with the FHCRC Office of Sponsored Research staff to resolve questions and issues related to grants and contracts.
8. Participates as an active contributor in meetings. Uses appropriate tools to document the chronology of grant/contract preparation and administration in order to keep colleagues and supervisor informed.
9. Understands the policies and procedures of the NIH and other funding agencies in significant detail and tracks changes to those policies and procedures on a timely basis.
10. Assist with expense approval and invoice processing, assuring that charges are appropriate, invoices are paid in a timely manner, and charges are allocated to the correct budget.
11. Routine activities associated with purchasing and receiving.
12. Assist in the preparation and monitoring of IRB documentation, particularly as it relates to grants management.
- BA in Accounting, Finance, Public Administration, or related field or equivalent experience required.
- Two years in pre-award and post-award grant and contract management.
- Effective and professional oral and written communication skills.
- Strong time management and prioritization skills, with the ability to effectively manage multiple and competing demands.
- Demonstrated ability to function independently while exercising skill and informed professional judgment.
- Highly organized and detail oriented.
- Demonstrated ability to work successfully as part of a diverse team.
- Proficient with complex budget development and use of reporting tools.
- Advanced skills in Word, Excel, Adobe Acrobat Pro and Outlook.
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