Description

Job Title:       Pre-Award/Post-Award Coordinator        Department: Office of Sponsored Program

Reports to:     Adrienne Royster, Director                                 Effective Date: January 2, 2024

Classification: Full-time; Grant-sponsored

Job Summary:

The Pre-Award/Post-Award Grants Coordinator will disseminate funding opportunities, working with faculty and staff to provide support and guidance in preparing documents required for timely proposal submission; manage Stillman College’s sponsored grant portfolio, ensuring College and federal compliance of each grant award, and track awards throughout their life cycle.

Supervisory Responsibilities:

• ensures grants accounting is current and accurate to facilitate efficient grant implementation.

Duties/Responsibilities:

• publishes relevant funding opportunity announcements (FOA) periodically;
• receives Intent to Apply forms and enters data for tracking and submission logistics; 
• researches FOAs, prepares outline, then meets with PI/PD to create a proposal development plan with timelines for letter of intent (LOI), Conflict of Interest (COI) forms, Subaward Commitment Letter, and OSP submission deadlines (not due dates); 
• serves as liaison between agency program officer and PI;  
• attends all pre-application webinars; 
• provides PI with institutional data as requested for grant application;
• reviews completed proposals to ensure all grant guidelines are met; 
• ensures compliance (i.e., faculty time and effort do not exceed institutional and federal guidelines); 
• reviews budgets for accurate indirect cost, fringe benefit rates, MTDC, subaward budget, etc.; 
• negotiates with pass through institutions for equitable share of the subaward per statement of work; 
• completes subaward commitment forms; 
• ensures all subaward agreements, consulting agreements, conflict of interest (COI) forms, and most recent agency forms are being used (i.e., Biosketch, Current and Pending Support, etc.); 
• assembles a peer-review team to read and edit proposals prior to submission;
• ensures that completed proposals are routed for approval via the Proposal Transmittal form;
• submits applications on or before the OSP submission deadline (not the due date); 
• informs the college community about proposed changes to federal laws that will impact grants;
• secures and files all grant award letters/agreements and final budgets;  
• works with Grants Accountant to establish accounts for all grant awards; 
• records and ensures PIs adhere to reporting schedules; notifies PIs of impending report due dates; 
• holds post-award meeting with PI to go over institutional policies and procedures for administering a grant, including requisitions and drawdowns, reporting due dates, budget monitoring, grant close-out, requesting a no-cost extension, and protocols for changes in personnel; 
• completes subaward agreements and routs them for the appropriate signatures; 
• monitors grant accounts for overruns; 
• ensures all requisitions are acceptable before being routed for approval; 
• facilitates grant closeout; 
• publishes a research magazine, highlighting current grant projects, PIs, student researchers, research internships; research presentations and publications, etc.; 
• participates in the College’s annual research symposium; 
• maintains currency in research management professional organizations;
• ensures that PIs and student researchers have access to CITI programs Research, Ethics, and Compliance Training; and
• attends sponsored research training and conferences for professional development.

Required Skills/Abilities: 

• is familiar with and stays abreast of changes in OMB Uniform Guidance (especially 2 CFR Part 200); 
• speaks and writes exceptionally well; 
• is personable and agreeable;
• is well organized;
• is detail-oriented;
• manages time well and meets deadlines;
• prioritizes tasks;
• is unfazed in a high-paced and at times stressful environment; and
• is willing and able to learn new research management software and techniques.

Education and Experience:

Master’s degree preferred

Physical Requirements: 

Prolonged periods of sitting at a desk and working on a computer.

Affirmative Action/EEO statement

It is the policy of Stillman College to provide equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, marital status, veteran status, sexual orientation, genetic information or any other protected characteristic under applicable law

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.