Grants and Contracts Manager

Summary

Job Category:: Grants and Contracts Administration
Job Title:: Grants and Contracts Manager

Job Category Definition:: This specialty covers the activities related to the full lifecycle of sponsored program administration including identification of funding sources, proposal submission, contract negotiation, sub-award issuance, and post-award administration (both financial and non-financial) related to funding provided in the form of gifts, grants, cooperative agreements, and contracts from external/internal funding sources (e.g., federal agencies, state agencies, private companies, or foundations) that provide support for research, curriculum development, outreach, and/or service work. Breadth of duties may span several sub-specialties and may be either unit-specific, typically handling proposal submission and award administration, or more broadly-defined encompassing the ability to bind the University in contractual negotiations.
Job Title Definition:: The Grants and Contracts Manager leads employees and supports diversity through hiring, retention, and promotional activities; ensures established standards of quality improvement are met; and provides leadership for outstanding customer service at all levels of the organization; defines goals for future organizational performance and decides on the tasks and use of resources needed to attain them; communicates goals to employees throughout the unit or organization; and uses influence to motivate employees to achieve organizational goals; ensures operational and strategic direction and accountability; link unit operations to strategic objectives; exercise authority for unit policy and procedures and operational decisions for departments; influence organizational and community relations to develop and achieve strategic goals and manage customer relations. Duties are performed at various levels within the defined title.
Working Conditions:: Specific physical requirements and effort are outlined in Job Responsibilities Worksheet (list of essential job duties and responsibilities specific to a particular job at the unit level) in accordance with the Americans with Disabilities Act of 1990 (ADA).
Other Requirements:

Level 1

Level Details
Job Code	Salary Band	FLSA Status
GCGC9001	J	Exempt

Level 1 positions typically demonstrate baseline planning, organizing, directing, and facilitating skills along with baseline knowledge of routine work applications, employment regulations, policies, and procedures necessary to perform assigned managerial/supervisory tasks; follow recommended approach to assigned work to facilitate achievement of desired results and review completed work of others to verify accuracy and conformance to required procedures and special instructions; ensure employees practice respect for the opinions of others and an awareness of the value of diversity, safety, and environmental consciousness in the workplace; utilize a communication style that is appropriate for a given situation; practice positive approaches to problem solving for basic issues; evaluate recommended changes/improvements to quality improvement processes, procedures, policies, and plans; supervise assigned staff and coordinate routine activities to ensure successful completion of tasks.

Typical Education & Experience
3+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Internal Communications Provide guidance to employees on negotiation and conflict resolution strategies Guide and train employees associated with routine activities and functions related to grants and contracts Serve as a liaison between senior management and employees Manage employee relations issues with front-line employees; seek advice as necessary Observe performance of assigned employees and conduct formal evaluation as required External Communications Conduct discussions and negotiations with sponsors, partners, and licensees Work with peers from across the University to discuss common issues Exercise authority on behalf of the department Delegation Build and maintain project management skills in order to set schedules, determine workload allocation, etc. Budget Management May work with established budget Expenditure Authorization Exercise limited expenditure authorization Resource Allocation/Distribution Recommend expenditures based on departmental and customer needs RFP Write/Accept Provide information regarding needs of the department based on front-line experience Policy Development Administer existing policies and ensure compliance Observe and make recommendations regarding new or existing policies Ensure compliance with applicable state and federal laws and regulations Tactical and Strategic Planning Focus Develop strategies for meeting tactical goals of the department, division or unit Make recommendations for strategic planning based on first hand operational knowledge CQI Responsible for daily oversight of quality improvement initiatives Identify improvement opportunities or changes to current initiatives and recommend appropriate actions Nature of Assignments Negotiate complex, high level agreements on behalf of University Cultivate relationships with for profit and non-profit partners Pursue opportunities to educate faculty and staff on the principles of grant and contract administration Leadership Consistently relate the vision and mission of the University to department, division, or unit objectives Model core ideology and integrate it into daily activities Create an environment that promotes and recognizes the value of diversity in the workplace

This profile is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions in this job title and should not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties should not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.

Level 2

Level Details
Job Code	Salary Band	FLSA Status
GCGC9002	K	Exempt

Level 2 positions typically demonstrate intermediate planning, organizing, directing, and facilitating skills along with intermediate knowledge of employment regulations, policies, and procedures necessary to perform assigned managerial/supervisory tasks; define work objectives, plans, priorities and deadlines and delegate routine tasks appropriately; review completed work of others to verify technical soundness and adherence to deadlines; coach, mentor, and motivate staff in a fair and consistent manner to achieve goals; coach employees on practices that promote the value of diversity, safety, and environmental consciousness in the workplace; demonstrate intermediate ability to communicate using more complex terms relevant to specific discipline; develop creative recommendations for solving problems that are varied and somewhat difficult in nature but with limited scope; identify and implement changes/improvements to quality improvement processes, procedures, policies, and plans; supervise staff and coordinate activities to ensure successful completion of tasks.

Typical Education & Experience
5+ years related experience Bachelor’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Internal Communications Provide guidance to employees on negotiation and conflict resolution strategies Effectively and directly communicate with employees to elicit cooperation and teamwork Guide and train employees in varied activities and functions Coordinate activities and training of multiple or large departments External Communications Conduct discussions and negotiations with sponsors, partners, and licensees Conduct relationships with customers, designated vendors, and trade or industry organizations as is necessary to the desirable or best interest of the unit and University Work with peers from across the University to discuss common issues Exercise authority to speak on behalf of the department Delegation Build and maintain project management skills in order to set schedules, determine workload allocation, etc. across multiple or large departments May delegate projects that have limited scope Budget Management May work with established budget Apply budgetary information to financial decisions Expenditure Authorization Exercise limited expenditure authorization Resource Allocation/Distribution Recommend expenditures based on multiple or large departmental and customer needs RFP Write/Accept Provide information regarding needs of the department(s) based on front-line experience or project plans Policy Development Interpret and explain existing policies and ensure compliance Recommend, implement, and develop policies and procedures within established parameters Tactical and Strategic Planning Focus Focus on meeting the tactical goals of the department(s), division or unit Make recommendations or contribute to strategic planning based on first hand operational knowledge CQI Responsible for daily oversight of quality improvement initiatives Identify new improvement opportunities or changes to current initiatives and recommend appropriate actions Nature of Assignments Negotiate complex, high level agreements on behalf of University Cultivate relationships with for profit and non-profit partners Pursue opportunities to educate faculty and staff on the principles of grant and contract administration Leadership Practice sound leadership principles and continually seek out and implement best practices Consistently relate the vision and mission of the University to department(s), division, or unit objectives Lead by example and hold self and others accountable Model core ideology and integrate it into daily activities Create an environment that promotes and recognizes the value of diversity in the workplace

Level 3

Level Details
Job Code	Salary Band	FLSA Status
GCGC9003	L	Exempt

Level 3 positions typically demonstrate proficient ability in work design, project management, financial planning and development of goals for accomplishing difficult unit assignments; demonstrate awareness of emerging trends, and changes in employment regulations, policies and procedures to proactively address issues; review completed work of others for conformity to policy, and effectiveness of approach; delegate more advanced tasks to others; facilitate optimal group dynamics and evaluate employee performance on difficult work assignments and recommend appropriate developmental opportunities; develop and implement practices that promote a culture of diversity, safety, and environmental consciousness and that is conducive to effective relationships among diverse groups of employees; use diplomacy and advanced communication skills in unstructured settings; modify, adapt, or refine guidelines, if necessary, to resolve issues or problems; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on unit operations.

Typical Education & Experience
4+ years related experience Master’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Internal Communications Provide guidance to employees on negotiation and conflict resolution strategies Act as liaison to senior management External Communications Conduct discussions and negotiations with sponsors, partners, and licensees Work with peers from across the University to discuss common issues Speak on behalf of the University as prescribed by director or executive Delegation General instruction may be given to Level 1 and 2 supervisor(s) or project teams with a description of desired outcomes Ensure that schedules and resource allocation are handled appropriately Budget Management Provide budget information and assist in forecasting requirements in the areas of staffing, equipment, software, etc. Delegate responsibility for developing budgets to lower level manager(s), and then work with them to ensure accuracy Expenditure Authorization Exercise established expenditure authorization Provide information or make recommendations on expenditures Resource Allocation/Distribution Implement resource distribution plans as directed by next-level management and within delegated authority RFP Write/Accept Recommend and/or write requests for proposals (RFPs) May be asked to review vendor responses, make recommendations, and participate in the selection process Policy Development Recommend changes in operational procedures when determined to be in the best interest of the department(s)/division(s) or based on broad perspective Assist the senior management in overseeing adherence to University policies and procedures and training others in administration of such policies and procedures Tactical and Strategic Planning Focus May be charged with developing plans for achieving tactical or strategic department, division, or unit goals Following determination of appropriate strategies, implement as directed, garnering buy-in where uncertainty exists with front-line staff CQI Ensure that quality improvement initiatives are appropriately implemented Nature of Assignments Negotiate complex, high level agreements on behalf of University Cultivate relationships with for profit and non-profit partners Pursue opportunities to educate faculty and staff on the principles of grant and contract administration Provide advice and guidance on a wide range and variety of issues Evaluate and recommend adoption of new or enhanced approaches to delivering services Evaluate proposals for the acquisition of products and services Provide technical leadership on group projects Leadership Champion building the vision and mission of the University into the department, division, or unit Contribute to a welcoming environment for individuals regardless of their background or culture Support diversity through hiring, retention, and promotion activities Coach staff on the value of diversity in the workplace

Level 4

Level Details
Job Code	Salary Band	FLSA Status
GCGC9004	M	Exempt

Level 4 positions typically demonstrate advanced skills in budget management, business development, communications, and leadership and execution of objectives critical to unit's success; provide detailed plans for changes to specific policies and procedures that may result from trends and changes in overall direction of functional and/or organizational responsibilities; monitor completed work of others to ensure soundness of approach, effectiveness in meeting requirements, the feasibility of recommendations and adherences to requirements; evaluate and enhance practices that promote a strong commitment to inclusionary practices which support diversity, safety, and environmental consciousness throughout the University; demonstrate diplomacy in persuading and influencing a variety of people to achieve results; resolve complex, controversial or unprecedented issues and problems, and demonstrate sound judgment by considering values, risks, impact and implications of actions throughout organization; set clear expectations and hold management team accountable for effectively coaching, mentoring and motivating their respective staffs; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have an impact on University operations.

Typical Education & Experience
5+ years related experience Master’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Internal Communications Provide guidance to employees on negotiation and conflict resolution strategies Act as liaison between director or executive and employees Utilize high level, advanced skill in communication regarding complex situations Effectively work with others who are significant to the success of the University Contacts include negotiations and strategy development External Communications Conduct discussions and negotiations with sponsors, partners, and licensees Speak on behalf of the University as prescribed by the director or executive Work with peers external to the University to discuss common issues Delegation Assign responsibility on a departmental, divisional, or unit basis to achieve operational and University goals and meet strategic objectives Utilize excellent project management skills in order to accomplish assignments, delegating according to project plans Budget Management Develop or oversee budget development as prescribed by the director or executive Approve budget recommendations as submitted by lower level managers Review requests to shift expenditures within the established budget as needs change Expenditure Authorization Develop and plan resource allocation and distribution for multiple departments or divisions, including employees, equipment, and other resources May prepare formal proposals requesting major expenditures Resource Allocation/Distribution Work with executive and other directors to determine best allocation across the unit, prioritizing department/division/unit needs across the University, prioritizing unit needs with University goals Exercise final authority on how resources will be allocated to accomplish the unit’s objectives Delegate resource allocation to managers and supervisors Implement change management procedures where shifts in resource allocation have significant impact on the departments, divisions, unit, and/or University RFP Write/Accept May coordinate the development of RFPs by initiating requests for information Develop, review, recommend and/or approve RFPs Review RFPs to ensure appropriate level of specificity, accuracy, feasibility, and alignment with budget allocations, integration considerations, and/or other parameters Policy Development Develop and/or ensure implementation of internal policies Develop and/or approve operational procedures Tactical and Strategic Planning Focus Participate in the development of the unit’s strategic plan Recommend strategies, especially where impact of strategy affects other departmental units, or requires cooperation with external entities Develop or oversee the development of strategies for achieving tactical or strategic plans and/or divisional or University goals Focus on strategic goals while reaching tactical goals Review how tactical and strategic plans fit with University planning CQI Act as leader and mentor in quality improvement initiatives Ensure appropriate implementation, monitoring, evaluation and adjustment occur to ensure the quality standards are met Nature of Assignments Negotiate complex, high level agreements on behalf of University Cultivate relationships with for profit and non-profit partners Pursue opportunities to educate faculty and staff on the principles of grant and contract administration Provide advice and guidance on a wide range and variety of complex issues Make recommendations that influence unit or University-wide policies or programs Ensure the integration of programs and services Design, develop, and manage systems that meet current and future business needs Plan and carry out complex assignments and recommend new methods, approaches, and procedures Prepare and present briefings to senior management officials on complex or significant issues Leadership Articulate a vision and mission, and ensure that it is consistently and effectively integrated into all aspects of the unit Lead and positively impact diversity in the workplace and community Initiate diversity programs or activities

Level 5

Level Details
Job Code	Salary Band	FLSA Status
GCGC9005	N	Exempt

Level 5 positions typically demonstrate awareness of broad issues and management trends and evaluate the impact of policy and procedure changes and adjust accordingly; apply management principles to ensure optimal performance throughout organization; ensure appropriate skills are developed and maintained at all levels of responsibility and realign staff responsibilities to meet desired changes in organization and/or University mission; develop plans, practices and efforts to ensure optimal support or diversity, safety, and environmental consciousness throughout the University; demonstrate high level of diplomacy in persuading and influencing a wide variety of people at various levels and locations to achieve results; develop and implement solutions to highly complex and often controversial problems that may have University-wide impact and establish new precedents for solving problems; develop and articulate broad goals and objectives for unit with multi-functions or University-wide impact; develop, evaluate, enhance, and/or implement quality improvement practices, processes, procedures, or policies that have a strategic impact on University operations.

Typical Education & Experience
6+ years related experience Master’s Degree or higher Or an equivalent combination of education and experience

Typical Work Duties
Internal Communications Provide guidance to employees on negotiation and conflict resolution strategies Utilize high level, advanced skill in communication regarding significant and complex situations Most contacts require a high Degree of diplomacy and judgment in persuading and influencing a wide variety of people at varying levels to achieve results External Communications Conduct discussions and negotiations with sponsors, partners, and licensees Speak on behalf of the University as prescribed by the director or executive Contacts include negotiations, strategy development and legal preparation Delegation Utilize excellent project management skills in order to accomplish significant or major undertakings, delegating according to project plans Exercise final approval and delegation authority Budget Management Participate in the development of a consolidated budget for the unit, either by providing information or working with executive and other senior level management to determine University priorities with regard to major or significant expenditures, available revenue, resource allocation or redistribution, etc. Outline parameters under which expenditures may be shifted within the established budget as needs change Expenditure Authorization Authorize expenditures based on departmental, divisional, unit, University, and/or customer needs Develop and plan resource allocation and distribution for the unit, including staff, equipment, and other resources Authorize/approve requests to shift expenditures within the established budget as needs change May prepare formal proposals requesting major expenditures Resource Allocation/Distribution Oversee change management process where shifts in resource distribution have significant impact on the University RFP Write/Accept As delegated by the executive, exercise the authority to accept or decline vendor responses to RFPs Policy Development Exercise oversight authority for administration and compliance of unit and University policies Tactical and Strategic Planning Focus Develop the unit’s strategic plan within assigned functional area Develop and implement strategies, especially where impact of strategy affects other units, or requires cooperation with external entities Elicit buy-in where uncertainty exists at any or all levels of the University Evaluate effectiveness of strategies and determine if resulting activity or productivity is on or off the target with University objectives CQI Ensure appropriate implementation, monitoring, evaluation and adjustment occur to ensure the quality standards are met Champion quality improvement initiative Nature of Assignments Negotiate complex, high level agreements on behalf of University Cultivate relationships with for profit and non-profit partners Pursue opportunities to educate faculty and staff on the principles of grant and contract administration Serve as senior expert and consultant to top management Advise other experts throughout the University Make decisions or recommendation that significantly influence important University policies or programs Prepare and present briefings to executives or other senior management officials on complex/controversial issues Leadership Develop the vision and mission for the unit, and ensure that it is consistently and effectively integrated into all aspects of the unit’s operations Champion and positively impact diversity in the workplace and community Initiate opportunities to promote respect for the value of individuals regardless of their background or culture