Grant and Contract Manager (3617)

District of Columbia, United States
Salary Not Specified
Mar 03, 2021
Employment Type
Full Time


This Pre-Award position provides the full range of technical and consultative services to faculty and administrators seeking and receiving support for research, education, service, training, and other programs from government agencies, corporations, private foundations, and other funders. The Pre-Award position interacts with representatives of the full range of extramural funding sources (such as federal, state, private, and international) and their prime role is that of facilitating grant and contract submissions and ensuring compliance with sponsor and university requirements. The Pre-Award function is focused on the review, verification, and compliance checking of proposal documents routed via the University's electronic submission system, Cayuse 434/SP, prior to OSP approval/submission to the external sponsor. The Grant & Contract Manager provides in a collegial and proactive manner timely and essential assistance to faculty and administrators in securing grants and contacts. This position requires a high degree of customer service, analytical and communications skills in addition to understanding the unique culture in a research environment and the research support infrastructure.

Essential Functions
  • Pre-Award Administration responsibilities: Facilitate and independently review grant and contract proposals prepared by schools, departments and centers administrators and routed through the university’s research administration system Cayuse 424/SP. Route for Director of Sponsored Office approval. Submit proposals to sponsors after institutional approval. Review proposal for compliance with sponsor guidelines, University policy and procedures. Complete documents as necessary to assure timely submission. Confirm appropriate evidence of approvals that commitments (cost sharing, matching, course release, compliance, space). Liaise with University stakeholder to obtain information and/or approval where needed. Provide written feedback of the review to the school, departments and center administrators and coordinate with school, departments and PI for timely and accurate submission of applications. Review and prepare institutional endorsements documentation for all proposal/applications, modifications or file updates (Just-in-Time) including revised budgets, regulatory protocol approvals, subaward commitments, determination of subaward vs vendor documentation and any other documentation materials required by the University or requested of the agency prior to an award. Read and interpret sponsor guidelines and regulations to ensure accurate response and assure compliance with university, sponsor policies and federal regulations. Coordinate and communicate with stakeholders throughout the university to assure the University can comply with terms set forth in the pre-award stage. Escalate issues to supervisor when appropriate. Update the University’s research administrator system as necessary when applications/proposals are not funded, withdrawn or not routed. Submit proposals using various sponsors’ systems – federal and non-federal for proposal submission. Administer and manage the University users herein. If assigned, prepare the full administrative portions of a proposal for designated departments and units that require or request professional assistance in the development of a proposal application. Act as a liaison between the sponsoring agency and the University community to obtain and process pre-award application information. Consults with sponsors as necessary to interpret their guidelines and needs. Meet with faculty and staff as appropriate and participate in meetings with stakeholders to assure a timely proposal development and submission process. Coordinate with the non-financial post award team in the transition from proposal to award to ensure a streamlined hand-off.
  • Training and Research Administration Support: Participate in the development and training of the University community. This may include the University’s research administration certification program, the University’s grant roundtable forum, research administration e-resources e.g. Cayuse and BI, sponsor portals, and new hire training. Provide Cayuse support to the University community and trouble shoot before escalating to the Cayuse superuser. Maintain and develop tools such as forms, checklists, form instructions, and training materials to assure consistent high quality and efficient proposal review. Keep informed about sponsor requirements and developments. Updates sponsor material and communicate to the University community as per OSP procedures.
  • Other: Coordinate and/or assist with other activities, special project and reports as assigned.

Position Type/Expected Hours of Work
  • Exempt
  • Day- Shift 2
  • Full Time Regular

Required Education and Experience
  • Bachelor's Degree in Research, Finance, Public Administration; or closely related field
  • 4-6 Years' Experience initiating, developing, and bringing grant and contract proposals to completion/submission, preferably in an institution of higher education.
  • Knowledge of appropriate federal rules pertaining to the administration and management of sponsored grants and contracts (OMB Uniform Guidance, Federal Acquisition Regulations) and strong knowledge of funding sources (federal, non-federal, especially NIH, NSF, Department of Education, DC Government)). Required

Preferred Education and Experience
  • Master's Degree in Research, Finance, Public Administration; or closely related field
  • Research Administrators Certification Council (RACC) CRA, CPRA certification or similar preferred
  • Skill using Cayuse, Ellucian, and business intelligence tools. Preferred

Additional Eligibility Qualifications
  • Analytical Skills: Applying analytical methods, processes and techniques to conduct research and collect data; performing analysis, identifying trends, outliers and anomalies; evaluating findings, identifying advantages and disadvantages; extracting meaning and generating insights; drawing conclusions and developing recommendations and alternatives to solve business problems.
  • Microsoft Excel Advanced proficiency: the user has mastered Basic proficiency and is able to use more advanced functionality including Data Validation, Pivot Tables and Charts; use formulas such as INDEX and VLOOKUP, and logic statements such as IF, AND, OR.
  • Standard Office Software: Demonstrates skill using email, word processing, spreadsheet/ data analysis and presentation development software applications such as Microsoft Outlook, Word, Excel and PowerPoint while preparing briefings, reports and presentations.
  • Thoroughness in Reviewing Work: Ability to review ones own and others work and information to ensure completeness and accuracy; carefully preparing for meetings and presentations; organizes information or materials for others; following up with others to ensure that agreements and commitments have been fulfilled; sets up procedures to ensure high quality of work.
  • Academic Administrative Environment: Knowledge and familiarity with an academic administrative environment including the organizational and governance structure of major colleges and universities.
  • Advanced Communication skills: Expressing oneself clearly and concisely, using language with precision; constructing logical arguments; accurate note taking, editing and summarizing; and writing reports or correspondence free of spelling and grammatical errors. Engages in active and empathetic listening. Communicates with a service minded orientation.
  • Sponsored Research Grant & Contract Mgmt: Knowledge of uniform guidance and grant cost principles, program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities; knowledge of guidelines/procedures for grants and contracts; and knowledge of accounting and budgeting principles sufficient to administer complex grants and contracts including the preparation of payroll changes, journal entry transactions, financial reports and the identification of budget modifications or discrepancies. Experience or knowledge in proposal development a plus. Knowledge or experience with eRA systems such as Cayuse is an advantage.

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Nearest Major Market: Washington DC

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