Grants and Contracts Administrator

Summary

Job Category:
Grants and Contracts Administration
Job Title:
Grants and Contracts Administrator
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 Administrator pursues, negotiates, and administers sponsored programs; identifies external/internal funding opportunities; oversees the proposal preparation process; submits proposals; reviews and processes agreements (both financial and non-financial); negotiates contract terms; informs faculty and college personnel of special contractual requirements; ensuring compliance with University guidelines; and providing training to University personnel on grants and contracts administration. Duties are performed at various levels within the defined title.

NOTE: Many of these job duties overlap with the job duties performed by Proposal and Award Generalists. The primary difference between the two job categories is that Grants and Contracts Administrators are in a position to negotiate agreements on behalf of the University. Proposal and Award Generalists support faculty members’ with proposal submission and award administration, but do not negotiate agreements.
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:
 

Levels

Level 1  

Level Details
Job Code Salary Band FLSA Status
GCGC0201 H Non-Exempt

Level 1 positions typically demonstrate baseline working knowledge of routine work applications; follow standard principles and systems and use appropriate terminology associated with a particular field of specialization; participate as a team member in a collaborative environment within a diverse workforce; actively contribute to completion of team goals and assigned tasks; clearly communicate information, ideas, or instructions verbally and in writing; follow recommended approach to assigned work to facilitate achievement of desired results; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under direct and frequent supervision while performing routine duties using established procedures with detailed instructions.

Typical Education & Experience
2+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Inform faculty of funding opportunities
  • Assist in preparing and organizing proposals for sponsored programs; monitor deadlines
  • Prepare initial and revised budgets
  • Assist with the preparation of non-disclosure agreements
  • Assist with the preparation of sub-awards
  • Monitor agreements for compliance with contractual requirements
  • Advise faculty in interpreting and adhering to sponsor and University guidelines
  • Monitor appropriateness of expenditures on awards and sub-awards
  • Correspond with sponsors and sub-recipients regarding performance issues
  • Process modifications to existing agreements
  • Assist faculty with the preparation and submission of reports
  • Assist in closing-out awards and sub-awards

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
GCGC0202 I Exempt

Level 2 positions typically demonstrate intermediate knowledge of the concepts, practices and procedures of a particular field of specialization; perform intermediate tasks in defined skill areas/applications by continuously building on current job knowledge; maintain effective relationships with peers, vendors, and others in a diverse environment; support team decisions and follow through with team responsibilities; interpret information, ideas and instructions and communicate clearly and accurately both verbally and in writing including materials intended for distribution; determine causes of unusual occurrences and apply standard principles and practices to determine and implement solutions; ensure safe practices and environmental consciousness are exhibited in decisions; typically work under general supervision, while performing assignments that are varied and that may be somewhat difficult in character, but usually involve limited responsibility.

Typical Education & Experience
4+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Develop materials and systems for informing faculty of new funding opportunities; work with faculty to identify appropriate funding strategies; monitor funding trends
  • May offer faculty education programs on all aspects of proposal and grant submission
  • Prepare and organize proposals for sponsored programs
  • Prepare initial and revised budgets
  • Review budget justifications; provide input to faculty members on appropriateness of budgeted items
  • Draft non-disclosure agreements and sub-awards
  • Assist with the negotiation of grants and contracts
  • Monitor agreements for compliance with contractual requirements
  • Advise faculty in interpreting and adhering to sponsor and University guidelines
  • Monitor appropriateness of expenditures on awards and sub-awards
  • Correspond with sponsors and sub-recipients regarding performance issues
  • Process modifications to existing agreements
  • Assist faculty with the preparation and submission of reports
  • Close out awards and sub-awards
  • Assist in the preparation of progress reports and final reports

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 3  

Level Details
Job Code Salary Band FLSA Status
GCGC0203 J Exempt

Level 3 positions typically demonstrate proficient and comprehensive knowledge of defined skill areas/applications to integrate fundamental elements from other specialties into work assignments; apply knowledge of principles, practices, and procedures of a particular field of specialization to complete difficult assignments; promote a culture that is conducive to effective relationships among diverse team members; ensure safe practices and environmental consciousness are exhibited in decisions; may lead a project team involved in completion of difficult assignments, requiring proficient knowledge of field of specialization; interpret and communicate information, ideas and instructions clearly, accurately and persuasively both verbally and in writing including materials intended for distribution; incorporate new facts and ideas into group processes and apply creative thinking to develop new solutions; typically work with minimal supervision on difficult assignments, conferring with manager on unusual matters.

Typical Education & Experience
6+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Collaborate with faculty to identify appropriate funding strategies; monitor funding trends
  • Offer faculty education programs on all aspects of proposal and grant submission
  • Participate in the training of Proposal and Award Generalists
  • Review any terms and conditions associated with proposal solicitations (e.g., Request for Proposal); identify the University’s exceptions to the sponsor’s terms and conditions
  • Coordinate activities of proposal preparation staff; submit approved proposals
  • Review budgets and budget justifications; provide input to faculty members and proposal preparation staff on appropriateness of budgeted items
  • Write non-disclosure agreements and sub-awards
  • Review agreements and sub-awards; negotiate appropriate terms and conditions in compliance with University policy
  • Consult with Research Accounting, Intellectual Property Office, Risk Management, Legal Counsel, and other central administration offices regarding special terms and conditions of sponsored programs
  • Monitor agreements for compliance with contractual requirements
  • Advise faculty in interpreting and adhering to sponsor and University guidelines
  • Monitor appropriateness of expenditures on awards and sub-awards
  • Correspond with sponsors and sub-recipients regarding performance problems
  • Coordinate processing of suspension, termination, and stop work orders
  • Process modifications to existing agreements
  • Assist faculty with the preparation and submission of reports
  • Close out awards and sub-awards
  • Assist in the preparation of progress reports and final reports

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 4  

Level Details
Job Code Salary Band FLSA Status
GCGC0204 K Exempt

Level 4 positions typically demonstrate advanced knowledge of principles, practices, and procedures of a particular field of specialization and complete complex assignments; integrate complex elements from other specialties into work assignments; demonstrate a strong commitment to inclusionary practices which support diversity throughout the University; establish a shared vision and take responsibility for the achievement of team goals, and provide direction for appropriate implementation of plans; present ideas, concepts and instructions in a clear manner, and use persuasion and negotiation to build consensus and cooperation; ensure safe practices and environmental consciousness are exhibited in decisions; develop new techniques, concepts, theories, programs or solutions and apply them to complex strategic operating issues; typically work independently on complex work assignments, review progress and evaluate results and update management as appropriate; may direct and delegate work to lower-level staff.

Typical Education & Experience
8+ years related experience

Bachelor’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Develop faculty education programs on specialized research administration topics (e.g., working with industry, complying with export control regulations, etc.); coordinate faculty outreach programs
  • Develop training programs for Proposal and Award Generalists and lower-level contract negotiators
  • Review any terms and conditions associated with proposal solicitations (e.g., Request for Proposal); identify the University’s exceptions to the sponsor’s terms and conditions
  • Review activities of proposal preparation staff
  • Review budgets and budget justifications; provide input to faculty members and proposal preparation staff on appropriateness of budgeted items
  • Write non-disclosure agreements and sub-awards
  • Review highly complex agreements, including federal, foreign, and industrial contracts; negotiate appropriate terms and conditions in compliance with University policy
  • Draft master agreements, consortium agreements, and membership agreements
  • Consult with Research Accounting, Intellectual Property Office, Risk Management, Legal Counsel, and other central administration offices regarding special terms and conditions of sponsored programs
  • Monitor agreements for compliance with contractual requirements
  • Advise faculty in interpreting and adhering to sponsor and University guidelines
  • Monitor appropriateness of expenditures on awards and sub-awards
  • Correspond with sponsors and sub-recipients regarding performance problems
  • Coordinate processing of suspension, termination, and stop work orders
  • Assist with data collection and analysis for University-level reports and strategic plans
  • Draft revisions and updates to University policies and procedures

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 5  

Level Details
Job Code Salary Band FLSA Status
GCGC0205 L Exempt

Level 5 positions typically extend mastery of job knowledge to the principles, theories and practices of related specialties; expand knowledge of best practices and incorporate into all work assignments and procedures; evaluate and enhance current practices and efforts to ensure optimal support of diversity; oversee leadership of teams and projects that involve extensive cooperation and coordination between multiple departments across the University or with external customers; prepare written and/or verbal presentations or proposals on highly complex issues and deliver to a broad variety of audiences; identify and implement innovative solutions to important, highly complex strategic and/or operational issues which may involve unusual circumstances and incomplete or conflicting data; ensure safe practices and environmental consciousness are exhibited in decisions; work independently on highly complex or strategic assignments; may direct and supervise lower-level staff.

Typical Education & Experience
6+ years related experience

Master’s Degree or higher

Or an equivalent combination of education and experience
Typical Work Duties
  • Develop faculty education programs on specialized research administration topics (e.g., working with industry, complying with export control regulations, etc.); coordinate faculty outreach programs
  • Develop training programs for Proposal and Award Generalists and contract negotiators; oversee training of contract negotiation staff
  • Review any terms and conditions associated with proposal solicitations (e.g., Request for Proposal); identify the University’s exceptions to the sponsor’s terms and conditions
  • Monitor activities of proposal preparation process
  • Write complex non-disclosure agreements and other specialized agreements (e.g., multi-party teaming agreements)
  • Review highly complex agreements, including federal, foreign, and industrial contracts; negotiate appropriate terms and conditions in compliance with University policy
  • Write master agreements, consortium agreements, and membership agreements
  • Consult with Research Accounting, Intellectual Property Office, Risk Management, Legal Counsel, and other central administration offices regarding special terms and conditions of sponsored programs
  • Sign agreements on behalf of the University (in accordance with FNG02)
  • Monitor agreements for compliance with contractual requirements
  • Advise faculty in interpreting and adhering to sponsor and University guidelines
  • Monitor appropriateness of expenditures on awards and sub-awards
  • Correspond with sponsors and sub-recipients regarding performance problems
  • Coordinate processing of suspension, termination, and stop work orders
  • Assist with data collection and analysis for University-level reports and strategic plans
  • Draft revisions and updates to University policies and procedures

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.