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Grants and Sponsored Programs Coordinator

Job Details

TITLE: Grants and Sponsored Programs Coordinator

DEPARTMENT: Office of Grants and Sponsored Programs

REPORTS TO: Director of Grants and Sponsored Programs

CLASSIFICATION: Staff-12 months


STANDARD WORK HOURS: 37.5 hours per week




The Grants and Sponsored Programs Coordinator, under direct supervision of the Director of Grants and Sponsored Programs, performs a variety of tasks related to proposal development, research and sponsored programs administration, and research integrity in the Office of Grants and Sponsored Programs. The Coordinator collaborates with the Director to improve the efficiency of the Office and make it an effective resource, with the goal of increasing the number and amount of grants received by KSU.

The Coordinator will establish good working relationships with faculty and staff across campus; research grant opportunities and assist with creating an e-newsletter informing the university community about opportunities; respond to inquiries regarding grant submissions, grant award processing, and grant accounting; help organize and coordinate training sessions for faculty regarding grant writing and institutional review of research involving animals and human subjects; review grant budgets; assist with proposal development and writing as needed; coordinate grant submissions and ensure that grant submissions have appropriate approvals; provide administrative support to research integrity review committees; help to prepare and process forms to set up grant accounts; access and review budget information in Banner; manage grant files; track grant project milestones, expenditure rates, and reporting deadlines; and assist with preparing reports on grant applications submitted and grants received for the university community.

  • With the Director, interacts daily with faculty and staff across campus via email, online meetings, and in-person meetings.
  • Reviews funding opportunity announcements, proposal applications, agreements, and budgets for accuracy, completeness, and compliance with all relevant guidelines and regulations.
  • Monitors completion of milestones, expenditure rates, and reporting deadlines and communicates with Project Investigators (PIs) about the need for no-cost extensions, budget changes, and other changes requiring agency approval.
  • Reviews and adjusts proposal budgets.
  • Processes subaward budgets and documentation and liaises with other institutions regarding subawards.
  • Stays informed on changes in federal and state policies and regulations regarding awards.
  • Assists Director with compiling annual progress reports on submissions and awards.
  • Assists PIs as needed with checking their fund balances, entering requisitions, submitting check requests, and processing other financial documents, ensuring adherence to university procurement policies, approved budgets, and federal regulations.
  • Serves as alternate Institutional Review Board (IRB) member.
  • Performs a wide variety of typing assignments, which are sometimes confidential in nature; operates a computer to enter data and draft, edit, revise, and print letters, tables, reports, and other materials.
  • Conducts research online on grant opportunities and guidelines for applications and awards.
  • Creates and maintains a tracking system for submissions and awards and well-organized files.
  • Performs other duties as assigned.
  • Attention to detail.
  • Skilled at operating basic office equipment.
  • Skilled at organizing and coordinating tasks.
  • Ability to create, compose, and edit written materials.
  • Ability to maintain confidentiality of records and information.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to maintain calendars and schedule appointments.
  • Ability to understand and follow detailed instructions and procedures.
  • Skilled at budget preparation and fiscal management.
  • Ability to quickly learn and become proficient in using data and financial management software.
  • Ability to plan, organize, implement, and administer complex recordkeeping systems and procedures.
  • Ability to communicate and work effectively within a diverse community.
  • Commitment to fostering a cooperative work environment.
  • This position does not have supervisory responsibility.
  • Work is normally performed in a typical interior/office work environment.
  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • To be performed as assigned.
  • Bachelor’s degree. Master’s degree preferred.
  • At least one year of experience with research, grant writing, grant project management, and/or budget management. Experience with federal grants preferred.
Licensing and Certifications: NA

Applicants must be authorized to work for any employer in the United States. At this time, Kentucky State University is unable to sponsor or take over sponsorship of an employment visa.

Internal Candidates are Encouraged to Apply.


I have received, reviewed and fully understand the job description for ____________________. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described. 

Employee Name __________________________________________ Date _____________________
 (printed name) 

Employee Signature _________________________________________________

KENTUCKY STATE UNIVERSITY is an Equal Opportunity Employer

The functions, qualifications, knowledge/skills, and physical requirements listed in this job description represent the essential duties of the job, which the incumbent must be able to perform either with or without reasonable accommodation. The Job Functions listed do not necessarily include all activities that the individual may perform.


Kentucky State University is a public, comprehensive, historically black land-grant university committed to advancing the Commonwealth of Kentucky, enhancing society, and impacting individuals by providing quality teaching with a foundation in liberal studies, scholarly research, and public service to enable productive lives within the diverse global economy.

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