What are the responsibilities and job description for the Grants and Contracts Administrator position at Chapin Hall?
Chapin Hall Center for Children is seeking a highly motivated individual to join its Research Administration and Compliance (RAC) team. This position supports Principal Investigators (PIs) and research and policy teams in preparing, reviewing, and submitting proposals. The role ensures compliance with sponsor, federal, and institutional rules, and coordinates closely with post‑award teams to maintain continuity across the project lifecycle. This position reports directly to the Grants and Contracts Manager.
Chapin Hall embraces a Work from Anywhere approach, offering flexible remote work from anywhere in the United States. Our fully remote model is grounded in trust, accountability, and a shared commitment to high-quality work and collaboration, regardless of location. To get a glimpse of what this looks like in practice, we invite you to watch a short video featuring Chapin Hall staff working from home and across the country: Watch here
While our work is remote, we intentionally create opportunities for connection and belonging. We offer in-person opportunities for staff to build (1) relationships and connection, (2) team cohesion and creativity, and (3) a strong sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at in-person All Hall Convenings, which emphasize shared learning, collaboration, and community. Reasonable accommodations are made for those who require modifications.
Responsibilities
Chapin Hall embraces a Work from Anywhere approach, offering flexible remote work from anywhere in the United States. Our fully remote model is grounded in trust, accountability, and a shared commitment to high-quality work and collaboration, regardless of location. To get a glimpse of what this looks like in practice, we invite you to watch a short video featuring Chapin Hall staff working from home and across the country: Watch here
While our work is remote, we intentionally create opportunities for connection and belonging. We offer in-person opportunities for staff to build (1) relationships and connection, (2) team cohesion and creativity, and (3) a strong sense of belonging to the organization. Staff are expected to participate in occasional work-related travel, including attendance at in-person All Hall Convenings, which emphasize shared learning, collaboration, and community. Reasonable accommodations are made for those who require modifications.
Responsibilities
- Proposal Development & Submission: Lead and coordinate the preparation, review, and submission of complex proposals in collaboration with Principal Investigators (PIs). Guide proposals through the full development and submission lifecycle to secure funding for sponsored projects, including grants, contracts, and cooperative agreements from external and internal sources such as federal, state, and local agencies, as well as private companies and foundations.
- Notice of Intents (NOIs): Respond to Notices of Intent by conducting a thorough review of funding opportunities to assess proposal feasibility, compliance requirements, risks, and alignment with organizational policies and procedures. Establish proposal development timelines, identify and escalate areas of concern, and make recommendations regarding whether and how the organization should proceed with proposal submission.
- Compliance & Policy Application: Interpret and apply sponsor, federal, and organizational policies to ensure proposals are accurate, competitive, and compliant, establishing checkpoints throughout the development process highlighting areas that may affect timeline or compliance requirements.
- Budget Development: Prepare, review, and approve internal budget templates, and assist with budget justifications and sponsor required templates as needed.
- Administrative Support: Prepare and submit administrative and technical proposal components, including all sponsor-required documentation, Letters of Intent (LOIs), Memorandums of Understanding (MOUs), and coordinate with internal departments to gather necessary information and signatures to ensure timely and complete submissions.
- Recovery Rate: Review the opportunity for any budgetary or Indirect Cost rate restrictions and facilitate the internal recovery rate approval process, including securing approval as needed.
- Pre-Award Resources: Maintain and update pre-award templates and resources, ensuring information on Chapin’s intranet (The Hall) remains accurate, current, and readily accessible.
- Proposal Data Management: Maintain accurate and up-to-date proposal information in Costpoint Opportunities, lead monthly proposal queue meeting, and generate reports monthly, quarterly, and as needed to support tracking, analysis, and decision-making.
- Liaison Role: Serve as the primary point of contact on pre‑award matters, liaising between PIs, staff and funding agencies to clarify guidelines, requirements, etc.
- Subaward Issuance and Management: Manage subaward process, collecting necessary compliance and budget information from external partners, ensuring they are in good standing with federal registrations. Support Grants and Contracts Manager and Director of Finance in annual compliance reviews and risk assessments.
- Funder Portal Access: Maintain organizational access to Grants.gov and other funder portals by managing registrations, accounts, and associated credentials (e.g., IDs and passwords), ensuring all information remains current and compliant.
- Process Improvement: Contribute to continuous improvement of pre‑award processes and systems.
- Onboarding Support: Provide onboarding support to new PIs by guiding them through the proposal development process and supplying resources on administrative pre- and post-award policies and procedures.
- Coordination: Work with post‑award teams to align activities and ensure smooth transition from proposal to award.
- Performs additional duties as assigned.
Salary : $65,900 - $87,798