Grants & Contracts Coordinator - Carl R. Woese Institute for Genomic Biology

Duties and Responsibilities

Specialized Grant Management

• Independently manage high-profile grant portfolios, assuming responsibility for major grants. Including but not limited to a large-scale DOE and ARPA-H grant, and other complex grants.
• Ensure alignment with sponsor guidelines and institutional policies by reviewing budgets, analyzing expenditures, and tracking spending trends.
• Exercise independent judgment in reviewing and approving expenditures to ensure compliance with sponsor, federal, and University policies. This includes but is not limited to transactions related to personnel appointments, procurement systems, travel, and reimbursements.
• Serve as a liaison to SPA.
• Proactively identify and resolve budgetary issues for major grants, taking initiative to troubleshoot and maintain compliance.
• Initiate Journal vouchers in BANNER.
• Prepare and reconcile monthly financial reports and other grant summaries, reports, and documents with minimal oversight. Independently develop financial projections, recaptures, and spend plans based on PI needs, award terms, and ongoing project goals.
• Prepare and manage comprehensive grant records. Ensure accurate data entry, tracking, and reporting for faculty, administration, and sponsors.

Advanced Financial Oversight & Compliance

• Oversee and approve high-value transactions, including subaward invoices, journal vouchers (JVs), and iBuy transactions up to $250,000, ensuring accuracy and compliance.
• Collaborate with the Assistant Director, faculty, and program managers to develop strategic spending plans, while leading the creation of financial forecasts and projections; manage grant budget revisions and execute budget recapture processes to optimize resource utilization.
• Oversee compliance reviews for faculty effort reporting, cost-share commitments, progress reports, and expenditure certifications; ensure accurate documentation in the Activity Reporting System (ARS).
• Assist with the review of awards and amended awards, ensuring all requirements are documented by completing award checklists as necessary.
• Assist with the execution and compliance of the semi-annual confirmation process.
• Provide expert guidance to faculty on the financial implications of hiring, staffing, and major expenditures.
• Lead and oversee all phases of award administration, including subaward management, negotiations, setup, and closeout for complex, high-risk projects. Ensure compliance with contractual terms, regulatory requirements, and timely submission of final reports and certifications.
• Oversee audit documentation and serve as a point of contact during internal and external audit processes. Respond to audit findings and follow up on required actions in collaboration with the supervisor.

Leadership & Operational Support

• Provides support to the Assistant Director for post-award operations, providing operational input on financial planning, compliance, and resource allocation.
• Supports the Assistant Director by serving as a backup for team inquiries, offering expert guidance and resolutions on grants and contracts issues.
• Collaborate with the Assistant Director and leadership to develop and refine policies, implement best practices, and support process improvement initiatives across grants administration.

Process Development & Implementation & Training

• Support the Director in the implementation of new systems and tools, process improvements, and assist in developing rollout plans and training materials. Maintain and update post-award process manuals and procedures to reflect current policies and best practices.
• Assist with training programs for new team members on grants and contracts processes and mentor junior staff.
• Maintain current knowledge of federal, state, and institutional regulations governing sponsored research. Participate in relevant professional development and training opportunities.

Salary : $250,000