PROFESSIONAL POSITION DESCRIPTION

Position Title: / Grants & Contracts Coordinator
Division: / Muskie School of Public Service
Department: / Cutler Institute for Health and Social Policy
Location: / Portland Campus
Schedule: / 8-4:30 with expectation of availability for additional hours as needed during proposal submissions and other deadline-driven activities
Reports to: / Director of the Research Service Center

STATEMENT OF THE JOB:

The Grants & Contracts Coordinator (GCC) provides technical and analytical expertise to Principal Investigators and Staff involved in externally funded projects. As part of the Research Service Center Team, the GCC is responsible for a broad range of grant related financial and administrative activities from proposal development through contract award and project creation through final closeout/audit.

The GCC assists PIs and PDs in the management of project budgets; maintains tools that support project and program management; ensures necessary reports and invoices are filed; provides high quality customer service; and assists the Grants & Contracts Manager and program staff to develop specific training or other solutions needed for efficient financial grants management

ESSENTIAL FUNCTIONS:

  • Coordinates proposal development process: reviews RFP/guidelines, identifies required elements, establishes deadlines, confirms adherence to RFP, & synthesizes final proposal package. Provides all budget-related proposal documents including sponsor forms, as well as boilerplate language and required certifications. Ensures timely and accurate proposal submission.
  • Collaborates with PI to develop proposal budget/justifications that are in compliance with funding requirements, engage leadership when necessary, including obtaining approval for University match funds. May include working directly with the Sponsor on some requirements.
  • Develops budgets and related materials for contract and grant amendments, including determining carryover funds and no cost extensions. Creates budgets and other required application materials for supplemental funding requests and continuation work.
  • Prepares and submits sponsor invoices and financial reports in compliance with Sponsor guidelines. Coordinates with Grant Sponsors as required by the grant/contract.
  • Provides expert and timely ongoing guidance to PDs to ensure efficient grants management and compliance with University APLs, OMB Uniform Guidance, and other Sponsor guidelines, which may include subcontracting, purchasing, payroll, reporting, and record keeping, among others.
  • Collaborates with sponsors and research staff to develop financial tracking and reports to meet all stakeholders' needs.
  • Collaborates with other University Departments, including Academic Departments, Finance & Administration, HR, Payroll, and Purchasing & Payables, among others.
  • Tracks and enters proposal and award data in database
  • Oversees and directs project closeouts, troubleshoots problems and issues with project closeout by conducting research and preparing analyses on project expenditures and other issues.
  • Coordinates with Grants and Contracts Manager regarding internal and external auditors as necessary and gathers supporting documentation
  • Additional duties as reasonably assigned.

SPECIAL ESSENTIAL FUNCTIONS/RESPONSIBILITIES*:

(Eliminate any that do not apply)

  • Work on federally funded projects.

SUPERVISORY RESPONSIBILITIES:

None

BUDGET RESPONSIBILITIES:

Processes financial transactions in compliance with University of Maine System Administrative Practice Letters and applicable OMB circulars and other sponsored guidelines.

PUBLIC AND PROFESSIONAL ACTIVITIES RELATED TO JOB PERFORMANCE:

Participates in professional development activities related to research finance, administration, and other relevant areas.

INTERNAL AND EXTERNAL CONTACTS:

Internal: Maintains collegial relationships with Institute, School, University, and System personnel

External: Works collaboratively with state and federal government agencies, foundations, and non-profits on routine financial management issues

KNOWLEDGE, SKILLS, AND ABILITIES:

·  Ability to use critical thinking to apply sound accounting principles in a complex financial atmosphere

·  Ability to analyze, interpret and apply sponsor regulations, University policies and federal and state regulations to contracts and required actions, and monitor compliance.

  • Ability to maintain a positive customer service focus.
  • Experience in interpreting and implementing policies and procedures.
  • Excellent communication skills, written and oral, and the ability to explain complex processes and procedures to people at a variety of levels.
  • Demonstrated ability in working on competing priorities in a fast paced environment while meeting quality standards for accuracy, attention to detail and timeliness.
  • Ability to work independently in a team environment, and provide customer service to internal and external customers at all levels.
  • Ability to develop and use complex spreadsheets. Demonstrated knowledge and competence in the use of other software applications: word processing, presentation, web and email applications (Microsoft Office).
  • Demonstrated organizational and time management skills used in an office setting.

QUALIFICATIONS:

Required:

·  Bachelor’s degree and three years relevant experience or Master’s degree and 4 years of increasingly responsible experience, or a combination of equivalent experience and education.

·  Demonstrated computer proficiency in spreadsheet, database, and word-processing applications.

  • Demonstrated ability to work independently in a team environment, and provide customer service to internal and external customers at all levels.

·  Ability to communicate verbally and in writing in a clear and organized manner.

·  Ability to work independently and balance multiple priorities.

Preferred:

·  Working knowledge of government regulations, cost principles and administrative requirement applicable to contracts and grants.

·  Demonstrated expert-user level in the Microsoft Suite of applications with emphasis on Excel and Access.

License/Certifications:

  • none

*NOTE: All individuals who are recommended to fill and subsequently offered a position with special essential responsibilities as checked above, or other licensure or certification, shall have the following additional applicable background screening completed (in addition to regular and standard background screening) based on the responsibilities of the position: Credit history screening, and/or Sex offender registry screening, and/or Federal criminal history screening and/or License/certification verification.

Date Approved: 8/2016

Date Revised: ------

Job Family: 09

Salary Band: 03

Unit: UMPSA

CUPA code: 433110

Employee: TBD

Position #: TBD