Responsibilities
- Handles pre-award tasks for intricate proposals such as program projects, ARPA-H, DOD, and DOE applications with limited supervision, supporting faculty through preparation and submission.
- Develops and analyzes budgets, prepares justifications, and collects data for protocols and non-technical sections of proposals as required.
- Acts as a communication bridge between department leadership, faculty, and administrative staff.
- Maintains up-to-date knowledge of federal policies and institutional guidelines related to research administration and complex funding regulations.
- Coordinates proposal submissions, collaborates with Principal Investigators (PIs) on budget development, secures cost estimates from internal departments, compiles compliance data from multiple sources, and ensures full submission adherence to agency and university standards.
- Reviews and prepares all required forms for grant submission to funding agencies.
- Inputs budget documentation into online systems when necessary.
- Secures required signatures from PIs and the institution for proposal packages.
- Initiates subaward setup using the SUBS system, uploads pre-award documentation, and transitions records to Post-Award teams for fund number assignment.
- Collaborates with Post-Award teams and OSRS to ensure contracts and subcontracts are implemented promptly by verifying and providing required information in the SUBS system.
- Reviews complex Notices of Award (NOA), including sponsor terms, and communicates special conditions and committed effort to SPA and PIs.
- Tracks and supports PIs in submitting annual reports such as Research Performance Progress Reports (RPPRs).
- Manages the transfer process of PI-held grants and contracts into the institution.
- Coordinates responses to internal and external requests for detailed grant information, including biosketches, trainee details, and human/animal protocol approvals.
- Supports analysis of grant databases to track submissions, awards, rejections, and funding trends.
- Plans and implements action strategies, including issuing advanced alerts to PIs about upcoming deadlines for renewals, continuations, and progress reports.
- Takes responsibility for closing complex sponsored project accounts.
- Submits final progress reports and invention disclosures to funding agencies when applicable.
- Follows up with PIs to ensure timely submission of overdue technical, outcomes, patent, and property reports.
- Oversees financial management of complex sponsored projects, ensuring proper and timely spending and reconciliation.
- Approves procurement requests and advises purchasing staff on allowable expenses per grant guidelines.
- Manages subaward processes, including receipt and review of invoices and routing them to PIs for approval.
- Verifies accuracy of fund profiles and resolves complex financial reporting errors.
- Drafts and processes moderately complex correspondence with funding agencies regarding inquiries, carry-forward requests, effort changes, prior approvals, no-cost extensions, equipment purchases, and budget adjustments.
- Serves as the internal point of contact and grant content expert with SPA to ensure timely fund setup, prepares project advances and no-cost extensions, and manages fund carryforwards appropriately.
Work Arrangement
Remote
Team
Department of Medicine - Business Office
Other
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
