Contracts & Grants Coordinator

Overview

The Beaver College of Health Sciences provides transformative education, conducts collaborative research that advances knowledge and practice in our disciplines, and engages in community services that enhance health and quality of life in our region.

The Contracts & Grants Coordinator will be responsible for assisting in managing all grants and contracts within the Beaver College of Health Sciences (BCHS).

This individual will work closely with the Associate Dean for Research, the College Business Officer, and the Contracts and Grants Manager to support faculty and staff on pre-award and post-award activities.

This position contributes to the continued development of the BCHS and the Appalachian Institute for Health & Wellness (AppWell) by assisting with the implementation of funded projects.

Responsibilities

Essential Job Functions:

Duties encompass post-award management including:

• assisting faculty with award management
• faculty and staff salary contract updates/revisions
• grant buyouts
• cost-sharing
• effort reports
• resource meetings
• quarterly reports
• purchasing
• web development/maintenance

This position is responsible for the budget accounting of funding sources including contract and grant funds and foundation funds – indirects and residuals throughout the BCHS. This employee must perform or oversee the monthly fund reconciliation process, maintain positive balances in all accounts, make necessary transfers and adjustments as needed, monitor encumbrances and facilitate the end-of-cycle process on these funds for all projects assigned to them. This position must also interpret and apply all applicable University, State and sponsor policies and procedures such as employment and spending guidelines.

Current records and historical reports must be maintained and reported to Directors, Principal Investigators (PI), Project Managers, funding agencies, the Contracts and Grants Accounting Department, the Office of Research, and others as necessary.

This position is responsible for assisting in payroll functions and activities associated with the grant/contract budget, which may include SHRA, EHRA, temporary, graduate assistantships, and/or student employees.

This position also serves as another BCHS Dean’s Office team member responsible for representing the College and assisting with college-wide events, backup for the Contracts & Grants Manager, Business Officer, and Executive Assistant, and performing duties assigned by the Dean, Associate Deans, and Business Officer as needed.

Knowledge, Skills, & Abilities Required for this Position

• Strong skills in reading, writing, and editing
• Proficiency required in computer applications, including Microsoft Office Suite
• Possess a working knowledge of general office machines
• Must possess knowledge of various University software programs such as, Banner Finance, Banner HR, PeopleAdmin, E-Procurement, Cayuse, and BOA Works
• This employee often serves as the first point-of-contact for research and grant activity, therefore must be able to provide excellent customer service skills with various audiences, including faculty, collaborators, students and the public
• Must have strong skills in organization, accounting, and reporting

Minimum Qualifications

Bachelor’s degree and one year of experience related to the area of assignment; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Preferred Qualifications

• Three (3) years of experience working with research grants in a post-award capacity – specifically, involving procurement and budget management experience.
• Certified Research Coordinator credential.

Work Schedule/Hours

Monday through Friday, 8:00 am to 5:00 pm. Some occasional weekend and evening duties may be required.

Required Functional Competencies to Successfully Perform Job Duties.

Knowledge-Program & Organization

• Maintains up-to-date knowledge of federal, state, funding agency, and University policies, procedures, technology, best practices affecting BCHS programs and applies them ethically and appropriately.
• Possess overall knowledge of university, college, institute, and grant program purposes including mission, services, clients, and measures of research and business effectiveness
• Identifies and understands unique issues and problems associated with post-award grant administration and how to resolve them independently
• Stays abreast of all software applications needed to perform tasks and assists faculty and staff in the Cayuse proposal system.

Program/Project Administration

• Efficiently and effectively completes administrative functions related to grants and contracts administered through BCHS as part of the BCHS Contracts and Grants team.
• Prioritizes administrative needs to meet programmatic deadlines
• Maintains positive financial balances in all funds by developing processes and keeping accurate and up-to-date records of the financial status of all programs and projects.
• Independently completes monthly reconciliation procedures for all grants and contracts, and submits any budget revisions as necessary.
• Processes all procurement requests, travel authorizations and reimbursements, payroll, etc. using grants/contracts funds in conjunction with PIs.
• Maintains both internal and external controls as mandated by the funding agencies and University policies, processing appropriate pre-award and post-award documentation and contributing to the writing and compilation of periodic reports required by the awarding agency.
• Monitors all activities and assess risk and quality control associated with grants and contracts.
• Collects, researches, analyzes, monitors, and measures grant and contract data

Communication & Marketing

• Maintains an approachable attitude at all times while acting as a point-of-contact for all BCHS grants and contracts.
• Responds to internal and external client needs in an efficient and effective manner.
• Tailors and adjusts communication based on client and audience and information being provided.
• Communicates the work needed or problem to solve and follow-ups to ensure that the issue is resolved.
• Participates in research meetings with the Associate Dean of Research, the Appalachian Institute for Health and Wellness Executive Director, the BCHS Contracts & Grants Manager and Business Officer, and faculty on a regular basis, conveying necessary information on processes and procedures and responding to faculty needs.
• Creates data reports using a variety of media and tools to convey meaningful information about the college’s current research numbers and areas.

Closing Date: 11/03/2024

Competency Level Statement

Management will only consider applicants who meet the required competencies.

Special Instructions to Applicants

To be considered, please follow quick link to apply and upload the below documents:

• Cover Letter
• Resume
• List of References (minimum of 3 with full contact information)
• Unofficial Transcripts (no password protected documents)