Grant Coordinator - 22741BR

Grant Coordinator

Higuchi Biosciences Center
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Grant Coordinator will assist in the grant proposal application and reporting process for external research funding for investigators affiliated with the Higuchi Biosciences Center (HBC). HBC is a research super center at the University of Kansas that focuses on biomedical research. The Grant Coordinator will be a member of the HBC proposal preparation team. The HBC proposal preparation team assists HBC investigators with the preparation and submission of grant proposal applications and reports, budget development and review, and various other tasks.
Serves as the administrative resource between the university and granting agency personnel regarding sponsored project requirements for compliance for pre-award activities; interprets sponsor guidelines; develops and prepares budgets; and works with agencies to clarify project budgets and any re-budgeting requirements. Reviews proposals for compliance with state, federal, university, and agency guidelines. Attends grant administration meetings and training sessions to stay apprised of current guidelines and requirements. The incumbent for this position is expected to work congenially and cooperatively under extreme pressure and tight deadlines.

Job Description

  • Assist principal investigators (PIs) with research proposal application and associated annual report preparation including pre-proposals, letters of intent, Just-in-Time (JIT) requests and other requests, using computers and appropriate software while operating from a variety of media: hard copy, email, disk, agency portals, etc. Review proposals and reports for compliance with federal, state, University and funding agency guidelines and requirements..
  • Read and determine proposal submission requirements from agency instructions, completing required forms.
  • Coordinate the submission process, including interacting with Principal Investigators, Center staff, sponsors and other research offices.
  • Act as a liaison with other research institutions when preparing submission which include sub-awards.
  • Prepare text in required format utilizing PC and on-line websites.
  • Compute budgets according to investigator and agency requirements.
  • Obtain necessary signatures/approvals from University and Center personnel.
  • Prepare materials for transmittal (photocopy and delivery) to funding agencies when not submitted electronically.
  • Follow-up as needed with investigator and funding agencies.
  • Ensure timely submission of all proposals.
  • Solve unique and time-sensitive problems and interact with Principal Investigators, agency officials, and university personnel in all departments/centers of the university at varying levels and maintain high responsiveness and excellent customer service in the face of unyielding deadlines and inflexible external schedules.
  • Provide second level review of proposals before submission.
  • Research grant opportunities for a diverse group of scientists within the HBC community.
  • Attend regular meetings and trainings provided by the University and sponsors such as KUOR Pre-award Services meetings, KUOR Grant Coordinator meetings, NCURA webinars, sponsor webinars and trainings, etc. to ensure best practices in proposal preparation and submission.
  • Analyze and interpret the agency's request for proposal (RFP), which includes eligibility requirements, instructions for proposal development and submission, budgeting requirements for allowable or unallowable costs, cost sharing requirements and appropriate agency forms.
  • Process required forms to obtain special or specific PI status for certain proposals as necessary.
  • Review all known contract terms/requirements noted at the proposal stage and ascertain additional university approvals from appropriate departments as necessary, including facilitation of written responses related to future negotiations of terms and conditions through Contract Negotiations, the Vice Chancellor for Research, KU Innovation and Collaboration and other administrative offices at KU.
  • Develop adequate, accurate and justifiable budgets in coordination with the PI, university and agency requirements. If cost sharing is require, obtain necessary signatures/approvals from University and Center personnel.
  • Review, verify and acquire compliance with requirements for working with human subjects, animals, biohazards, recombinant DNA, radioactive substances and potential implication of export control regulations at the time of proposal submission. Confirm all necessary compliance regulations for sponsored projects at award initiation.
  • Monitor changes in governmental, agency and university policies and procedures that are relevant to pre-award activities and inform and educate Center staff and participants of those changes.
  • Maintain proposal records in system of record (Streamlyne) for center. File completed applications/progress reports in virtual digital vault. Maintain Grant Data Base to monitor data to identify trends and prepare reports for Center management.
  • Maintain current and pending file for each PI.
  • Prepare Progress Reports, Research Performance Progress Reports (RPPRs), and other reports as necessary.
  • Other Duties as assigned.

Position Requirements

Position is considered hybrid, a combination of on-site work and remote work as deemed by supervisor.

Required Qualifications

  1. Bachelor's degree and 2 years of related experience OR High School GED/Diploma with four years of related experience.
  2. Excellent written communication skills as demonstrated by previous work experience and application materials.
  3. One year of experience interpreting information from a variety of contracts, award documents, or similar items, as evidenced by work history.
  4. Experience working independently to accomplish complex, detail-oriented and time sensitive tasks/duties to meet deadlines in a very fast paced office environment, as well as working in supporting a team environment, as evidenced by prior work experience.
  5. Minimum 2 years of experience with computers, including spreadsheets (Excel), word processing (Word) and database software programs as evidenced by application materials.

Preferred Qualifications

  1. Working knowledge of PC and on-line websites.
  2. Prior experience in preparing and submitting grants via system to system or other grant software.
  3. Prior grant preparation or grant administration experience in an academic research setting.
  4. Demonstrated ability to work successfully in a team-based environment.
  5. Appreciation for customer needs in a highly diverse research or university environment.
  6. Excellent oral communication skills.

Additional Candidate Instructions

A complete application consists of:
  • A cover letter addressing you you meet the required qualifications.
  • Resume
  • 3 professional references
Incomplete applications will not be considered.

Application review will begin on Monday, August 1st and will continue until a qualified pool of candidates has been identified. To ensure first consideration, apply by July 31, 2022.

Contact Information to Applicants

Paula Hinman

Advertised Salary Range

Minimum 48,000.00 up to 62,000.00 - Commensurate with Experience

Work Schedule

Monday - Friday 8am - 5pm

Application Review Begins


Anticipated Start Date


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Posting Information
Posting ID:
Higuchi Biosciences Center
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: