Grants & Contracts Administrator Job Description
Grants & contracts administrator
provides ongoing post-award management of grant accounts, including management of grant budgets, financial projections, and compliance with the sponsor and regulatory requirements.
Grants & Contracts Administrator Duties & Responsibilities
To write an effective grants & contracts administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included grants & contracts administrator job description templates that you can modify and use.
Sample responsibilities for this position include:
Post-award activities may include, but not limited to, preparation of necessary documents such as subcontract agreements, consultant agreements, supplements, re-budgets,monthly invoices, cost accounting standards (CAS), reporting and delivery requirements, ,to ensure institutional and sponsor compliance and budgetary appropriateness
Complete administrative and financial actions required for project objectives in an accurate and timely manner
Manage budget, reporting and compliance timelines through the life cycle of the grant or contract
Identify the need for cost transfers from budget reconciliation
Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes
Obtain PI signatures on internal budget distribution forms and applicable Institutional forms
Maintain financial records per institution and sponsor document retention guidelines
Pre-award contract activities may include, but not limited to, collection and assembly of various financial documents required in response to contract solicitations and re-competition efforts, preparation of budgetary workbooks, supporting documentation, business proposals and justifications, internal requirements such as Sponsored Projects System(SPS) records
Post-award contract activities may include, but not limited to, preparation of necessary documents such as subcontract agreements, consultant agreements, contract modifications, re-budgets, monthly invoices, contracting office authority (COA), cost accounting standards (CAS), reporting and delivery requirements, , to ensure institutional and sponsor compliance and budgetary appropriateness
Performs primary duties as above and has progressed to performing more advanced skillsets as directed
Grants & Contracts Administrator Qualifications
Qualifications for a job description may include education, certification, and experience.
Licensing or Certifications for Grants & Contracts Administrator
List any licenses or certifications required by the position: CRA, RAA
Education for Grants & Contracts Administrator
Typically a job would require a certain level of education.
Employers hiring for the grants & contracts administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Master's Degree in Education, Communications, Administration, Accounting, Performance, Financial Services, Continuing Education, Management, Finance, Business
Skills for Grants & Contracts Administrator
Desired skills for grants & contracts administrator include:
Applicable NIH requirements
Clinical practice issues and other funds accounting
Excel
Federal Acquisition Regulation related federal and state legislation and regulations
Grant and contract rules and regulations governing grant and contract management
Grant/contract management
Laws
Non-financial post-award actions
PowerPoint & Outlook
Pre-Award procedures with both private and government funding agencies
Desired experience for grants & contracts administrator includes:
Responsible for assigned projects and financial project portfolio of industry sponsored clinical trials, which include closeouts, overdraft management, A/R monitoring, Partner with team members supporting non-industry sponsored research projects
Experience using automated financial systems to manage funds, process transactions and conduct analysis
Mathematical and analytical skills to analyze financial information to determine the appropriate course of action
Experience writing, editing and proofreading documents and correspondence for accuracy, formatted consistency, correct grammar, professional appearance and style
Experience with generally accepted accounting principles, accounting procedures and practice, accounts payable and receivable, internal control standards, cash collections, purchasing, and payroll
Interpersonal and communication skills to effectively and tactfully interact with a diverse range of individuals on the telephone and in person
Grants & Contracts Administrator Examples
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Grants & Contracts Administrator Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of grants & contracts administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for grants & contracts administrator
- Confirming with PI’s that all work has been completed and deliverables/reports have been received
- Submits patent report, property report and release of all obligations as needed
- Projects within the portfolio will include federal funding,foundations support,international components, Phase I – Phase III clinical trials, and industry sponsored clinical trials
- Responsible for assigned projects and financial project portfolio of all sponsored research, which include closeouts, overdraft management, A/R monitoring, Partner with team members supporting non-industry sponsored research projects
- Maintains and reviews data for accuracy and consistency
- Creates queries to extract data and generate reports from Grants database as requested by departments and Associate Dean for Research
- Works with database programmer and Administrative Coordinator to make recommendation/updates to Grants database
- Maintains various files for Grants Management Office
- Assists the Office of Grants Management with distribution of Post Awards, Development, the lockbox, and grant rejections
- Acts as UTSW primary contact for data input into Federal Funds database
Qualifications for grants & contracts administrator
- Full command of grants and contracts systems
- Experience with accounts payable, expense tracking, and problem solving
- Experience managing and analyzing contracts and grants including expenditure analysis, projections and account reconciliation
- Experience with contract and grant budget preparation and proposal submission
- Organizational and time management skills to meet deadlines and maintain a high level of accuracy and productivity with frequent interruptions
- Knowledge and experience with University online financial systems
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Grants & Contracts Administrator Job Description
Job Description Example
Our company is searching for experienced candidates for the position of grants & contracts administrator. If you are looking for an exciting place to work, please take a look at the list of qualifications below.
Responsibilities for grants & contracts administrator
- Assist with requests for re-budget of funds and no cost extensions, ensuring that justifications are in compliance with sponsor’s guidelines
- Assist with transferring grants when a PI moves to another institution or when a PI moves to Duke and has grants he/she will be transferring in
- Assist business office personnel in trouble shooting problem areas
- Submit SRS administered proposals
- Provide extra support to those departments with little sponsored research experience
- Responsible for pre- and post-award sponsored activity
- Thorough understanding of sponsor regulations
- Effectively communicate the details to co-workers, faculty and staff
- Maintain contact with program managers, principal investigators, and University administrative offices to resolve grant and contract management issues
- Guide the departments from award acceptance to close-out
Qualifications for grants & contracts administrator
- Ability to manage and prioritize multiple projects/tasks simultaneously through excellent organizational skills and commitment to follow up and through on tasks and problems
- Experience in pre- or post-award processes
- Experience with Ellucian (Banner) Research Accounting Module
- Demonstrated experience in the interpretation and application of regulations pertaining to sponsored programs
- Ability to work effectively, prioritize, and be flexible in a high-paced, high-volume professional environment
- Outstanding organizational skills, ability to work on multiple projects simultaneously, capable of self-direction
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Grants & Contracts Administrator Job Description
Job Description Example
Our company is looking to fill the role of grants & contracts administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for grants & contracts administrator
- Develops and maintains systematic processes for monitoring relevant external funding and publications opportunities
- Conducts literature reviews and targeted research to inform specific program/proposal components
- Ensures compliance with IRB and other legal/regulatory requirements
- Works closely with project teams and facilitates progress toward timely completion of deliverables
- Produces progress reports
- Assists with development of publications in peer-reviewed journals and industry reports
- Develops on-line resource library, including references, proposal boilerplate, key internal and external contacts
- Contributes to the development, writing and submission of project documents and proposals
- Oversees the successful implementation of research initiative components
- Works with the study team to meet participant recruitment and retention goals
Qualifications for grants & contracts administrator
- At least three years of grant and contract research experience is required
- Demonstrated ability to work independently part of a collaborative group
- Must have strong research and/or finance aptitude
- Ability to gather, interpret, and analyze resource data in order to make recommendations
- Must possess a high degree of initiative and resourcefulness
- Ability to manage multiple tasks simultaneously, to work well under time constraints, and meet deadlines, prioritize and exercise good judgement
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Grants & Contracts Administrator Job Description
Job Description Example
Our company is hiring for a grants & contracts administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for grants & contracts administrator
- Works closely with the research team to develop semi-annual progress reports required by the study funder
- Works with the study team, implementation staff, and stakeholders to develop solutions to overcome implementation and/or data collection-related barriers
- Contributes to the development of peer-review manuscripts, conference abstracts and presentations, industry reports, white papers, and other relevant written products
- Works with stakeholders and the study team to develop and execute novel study dissemination strategies
- Ensures that all stakeholders are actively engaged in the full spectrum of research activities
- As needed within respective portfolio, create trial budgets and monitor recruitment activity
- Prepare close out documentation for PI and work with Research Administration to clear up any deficits or transfer off any positive balances
- Create and submit invoices in a timely manner according to the executed study budget and payment schedule regarding study start-up, ongoing per patient revenue, and all other earned invoiceable payments
- Comply with the funding agency’s reporting requirements (as applicable), and consistently provide study teams with ongoing reporting throughout the course of the study so that study teams are aware of funds available to support effort and other study related expenses going forward
- Properly close-out studies in a timely manner in compliance with SOM policy and the requirements of the funding agency, as applicable
Qualifications for grants & contracts administrator
- Ability and desire to complete Research Administration Academy (RAA) and Advanced Grant Manager (AGM) certifications
- Ability to deal diplomatically with people at all levels, solid decision-making skills, and judgment
- Successful experience working in a busy environment with ability to remain calm, flexible, prioritize, multitask, sometime work under pressure to meet strict deadlines
- Previous professional experience related to finance is desired
- Previous experience working with various sponsors and funding agencies is desired
- Experience working with University financial reporting systems including eReconciliation, MPathways, M-Reports, and the Data Warehouse is strongly desired
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Grants & Contracts Administrator Job Description
Job Description Example
Our company is growing rapidly and is looking to fill the role of grants & contracts administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for grants & contracts administrator
- Coordinate and participate in quarterly Research Administration meetings
- Represent program personnel in meetings and conferences
- Coordinate incoming faculty relocations, grant transfers, including laboratory moves (with lab managers)
- Attend/Initiate Webinar/WebEx as applicable
- Initiate and route proposal records in Sponsored Proposal System (SPS) to the Office of Research Support (ORS) to ensure compliance with University procedures and institutional signatures
- Act as the Departmental Pre-Award liaison to ORS
- Develop budgets and budget justifications which include proofing the budget for inconsistencies and ensuring accuracy
- Advise the PI on administrative requirements in preparing proposal submissions (university deadlines, sponsor requirements)
- AssistPI with uploading proposal documents into the applicable systems such as FastLane, Research.gov, or Grants.gov Workspace
- Assist PI with submission of applicable requests for IRB protocols reviews for approval, extension or exemption
Qualifications for grants & contracts administrator
- MA in health services research, health policy, or health economics and 5 years of experience in a research administration role required OR PHD in health services research, health policy or health economics and 2 years of experience in a research administration role required
- Advanced knowledge of grants and contracts program environment (federal, state, foundation)
- Established track record in oversight of externally-funded projects Extensive pre- and post-award project management experience, preferably in an academic medical center or research organization
- Experience in pre- and post-award process analysis and automation
- Experience preparing literature reviews across a wide range of health care-related topics
- Ability to prepare budgets for external proposals