Coordinator, Sponsored Programs (Pre-Award)

Working Title

Coordinator, Sponsored Programs (Pre-Award)

Job Title Code


Salary Level


Salary Range (Full-Time)

$53,000 - $84,800 (dependent on experience and other considerations)



Position Type


Position Summary

Responsible for supporting the proposal and implementation of grant-funded programs to ensure program effectiveness in alignment with the college’s objective. Pre-Award supports the College community in proposal development through value-added, high-quality service and professional partnerships with internal and external Principal stakeholders in order to facilitate innovation and student success.
Our Pre-Award coordinators work collaboratively with all college branches and a wide variety of proposal development teams and associated partners to prepare grant applications, serving as a dedicated central resource in all matters related to College and Sponsored Programs policies for proposal development, submission, and compliance.

Required Knowledge, Skills & Abilities

• Under the direction of the Senior Director of Pre-Award Services responsibilities are as follows:
• Strong knowledge of grant funding policies and procedures and applicable local, state, and federal regulations. Knowledge of federal, state and community funding sources and mechanisms.
• Ability to research, analyze, and interpret data and prepare relevant reports, statements and/or projections to assist with department goals and/or proposal development.
• Ability to be flexible depending on the needs of the division, and/or other stakeholders.
• Ability to prioritize competing priorities and manage multiple tasks of various projects involving both internal and external stakeholders.
• Facilitate day-to-day Pre-Award functions in the areas of data input/tracking, proposal review and submission, award negotiation and acceptance, and award set-up.
• Serve as the subject matter professional to provide information and assist/train relative constituents in reviewing proposals for compliance with Dallas College policies, as well as assisting with identifying and resolving problematic terms and conditions and issues unique to collaborations.
• Works closely with internal and external grant stakeholders to develop, prepare and submit relative documents.
• Work and collaborate seamlessly across Pre-Award and Post-Award functions to ensure that proposal development is in direct alignment with both College-wide and Post-Award-specific processes and requirements.
• Respond to Programs, Schools of… and other requests for proposal development information as needed/requested. Effectively contributes to the on-going improvement of the unit and college processes, systems, outreach, education, and training initiatives and the mission of the institution.
• Ability to assist with fostering and perpetuating research administration, and problem solving.
• Demonstrated skill level in the use of personal computers and related software applications. Establish and maintain working relationships with a diverse, multicultural district-wide network and external constituents to ensure deadlines are met.
• Ability to stay abreast of current federal regulations and pending revisions, the Federal Acquisition Regulations, Code of Federal Regulations, cost accounting standards, Texas laws, and College of Texas System policies and reporting requirements to ensure continued compliance.
• Ability to provide technical advice and information to faculty and staff in area of expertise. Must be able to interpret complex regulations and requirements.
• Excellent oral and written communication skills.
• Excellent interpersonal skills and the ability to create strong professional relationships with colleagues, staff, and clients.

Physical Requirements

Normal physical job functions performed within a standard office environment. Reasonable accommodations may be made to individuals with physical challenges to perform the essential duties and responsibilities.

Minimum Knowledge and Experience

Associate’s degree plus three (3) years of experience in grant coordination and/or compliance. Ability to work extended hours beyond the regular 8:00 a.m. – 5:00 p.m. workday during high demand grant compliance or submission periods. Official transcripts will be required. *** Will be subject to a criminal background check. Some positions may be subject to a fingerprint check. ***

Essential Duties and Responsibilities

• Respond to general Sponsored Programs Inquiries
• Maintain and route emails to appropriate Pre-Award and Post-Award team members
• Maintain and submit updates for the Division of Sponsored Programs SharePoint site, Website, Teams folders, P drive and Q drive.
• Regularly maintain and update the grant database software and disseminate ongoing reports.
• Work frequently and collaboratively with sub-units across Sponsored Programs (e.g., Pre-Award, Post-Award, Sponsorships, etc.) to achieve common goals/outcomes.
• Conduct preliminary research and/or synthesize provided data points related to new funding opportunities and/or current proposals and associated projects; submit findings to department and/or college leadership.
• Complete and disseminate Pre-Award Performance Reports to Dallas College leadership (Provost, Vice Provosts, Vice Chancellors, Associate Vice Chancellors, etc.) and Campus Presidents.
• Assign Jaggaer requisitions to appropriate Compliance Officer and Director for review and approval.
• Submit Marketing, IT, Facilities, HR, and other operational unit requests
• Schedule meetings for Sponsored Programs Pre-Award group upon request
• Assist with the coordination of training space, materials, scheduling, set-up, refreshments and audio/visual.
• Coordinate with HR Talent Development on set-up of training courses for professional development credit.
• Complete and submit requests for all purchasing and procurement for Sponsored Programs Pre-Award.
• Review and package grant-related documents for approval and signature
• Maintain copies (hard-copy and electronic) of necessary documentation for all grants accordingly to ensure compliance with funding agency record retention requirements
• Other duties as assigned.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Incumbents may be directed to perform job-related tasks other than those specifically presented in this description. Position requires regular and predictable attendance.

Dallas College is part of an equal opportunity system that provides education and employment opportunities without discrimination on the basis of race, color, religion, national origin, sex, disability, age, sexual orientation, gender identity or gender expression. Dallas College complies with the Americans with Disabilities and Veterans Act.

Advertised: 13 Jan 2021 Central Standard Time
Applications close: 28 Jan 2021 11:55 PM Central Standard Time

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