Grant Coordinator - Award Management Services

Position Overview

The day-to-day post-award research administration activities for the University of Kansas (KU) will be conducted by AMS Grant Coordinators and Grant Officers. These positions will be responsible for working with assigned principal investigators (PIs), units, departments, and centers as well as the Shared Service Centers and other administrative offices to perform post-award research activities in a service focused environment. The positions will use knowledge of post-award best practices and KU grant systems, policies, and processes to provide PIs with accurate and timely information to make decisions and ensure efficient transaction processing. They will also work with sponsoring agencies to submit timely reports and documentation and to act as liaison between the PI and agency.

The AMS Grant Coordinator will provide timely and professional services that support or enhance the research service goals of the client units and of the University of Kansas as a whole. This position is responsible for a dynamic, complex research award portfolio.

This position is designated as fully remote, meaning most activities will be performed from an agreed-upon off-campus location. Some in-person activities such as meetings with PIs, trainings and team meetings will be required on occasion.

Job Description

45% Post Award Management for PI and Departmental Support:
  • Examine awards to understand terms and conditions and nuances, review with PI, and administer project by monitoring awards for compliance.
  • Prepare monthly financial budget reports for PIs. Based on PI feedback, prepare funding scenarios and conduct expenditure forecasting to aid award management throughout the life of the project.
  • Maintain accounting records for all awards within your assigned portfolio.
  • Reconcile all assigned accounts against the PPM and General Ledger on a monthly basis.
  • Coordinate personnel and purchasing activities with the PI and SSC finance and HR staff; review transactions for alignment with award terms and conditions and cost accounting standards including budget adjustments, journal request changes (JRCs), invoices, check requests, travel and expense reimbursements and purchase requisitions as necessary.
  • Offer to meet with PIs on a regular basis to provide updates on the financial status of their accounts.
  • Participate in meetings and events with PIs to maintain knowledge of the unit and relationship with the PIs and staff.
  • Pre-review effort statements for accuracy prior to final certification by PI/Self-Certifier.
  • Assist Principal Investigators with budget development for progress reports. Assist with submission of progress reports, program reviews, and other activities related to the award.
  • Provide Research Center Directors, Deans, Chairs and other unit staff with requested information so that they can ensure PI’s research goals are maximized.
30% Sponsor Liaison:
  • Act as a liaison between PIs and sponsor to communicate and resolve issues that arise concerning expenditures, which requires extensive knowledge of federal, state and University regulations, including the OMB Uniform Guidance.
  • Perform all agency interaction for sponsored project, including no cost extensions, renewals, carryforwards, and budget adjustment requests. Facilitate award setup or budget changes in the financial system as needed in conjunction with Award Processing and Set Up team.
  • Prepare, review, finalize, and submit annual/final reporting around finances, property, and inventions.
  • Complete project close, including necessary system actions.
  • Act as a resource during sponsor and single audit, in conjunction with Associate Directors of Award Management and Post Award, Director of Research Administration, and Fiscal Affairs.
  • Complete subrecipient monitoring, as necessary.
15% Funding Management:
  • Process project-based funding changes for all assigned units and PI(s). This includes but is not limited to:
    • Identify funding change needs in advance in coordination with PI, Research Centers, SSC HR and by monitoring payroll expenditures.
    • Monitoring payroll on assigned projects at least monthly to ensure accuracy.
    • Updating funding for non-pool funded positions within the University HR ERP.
    • Working with SSC HR to submit Personnel Action Forms (PAFs) for necessary changes to pool funded positions.
    • Preparing and submitting Personnel Action Forms (PAFs) to update funding for non-pool funded positions through the Retro-Active Funding Adjustment (RFA) process.
    • Preparing documentation and working with SSC HR to submit Personnel Action Forms (PAFs) to update funding for pool funded positions through the Retro-Active Funding Adjustment (RFA) process.
    • Submitting and/or processing each funding change transaction type with a high level of accuracy.
  • Manage workload to ensure payroll deadlines are consistently met.
10% Other Responsibilities:
Additional duties may include, but are not limited to:
  • Provide award management back-up to other AMS areas as directed.
  • Work with the AMS Team, Office of Research teams and other colleagues to support each other and research administration across the University.
  • Work with the AMS Team to develop and implement strategic and tactical plans for improving and/or providing support services that enhance operations.
  • Interpret and communicate post-award research administration policies, procedures, and programs with support from AMS Grant Manager, Associate Director, Award Management, and other Office of Research leadership.
  • Attend regular meetings, training sessions and professional development workshops/seminars to keep current on policies and procedures relevant to position responsibilities, as requested and approved by the AMS Grant Manager.
  • Maintain filing in accord with sponsor and university retention policies.
  • Review and recommend changes to unit and AMS procedures to ensure compliance with policy; prepare and update procedural manuals and related instructional materials as requested.

Required Qualifications

  1. Bachelor's degree plus a minimum of two years related professional-level work experience OR a high school degree/GED plus a minimum of four years of related work experience.
  2. Computer, analytical and problem solving skills, as evidenced by prior work history.
  3. Excellent interactive and people skills as evidenced by previous work history.
  4. Excellent written communication skills as demonstrated by application materials.
  5. Prior work experience that required attention to detail.

Preferred Qualifications

  1. General knowledge of applicable federal, state, and other sponsor regulations related to sponsored projects, including OMB Uniform Guidance.
  2. Experience working independently in a research administration environment.
  3. Experience analyzing budgets and interpreting complex contracts, regulations, and guidelines.
  4. Experience using a research administration ERP, e.g., PeopleSoft Grants.
  5. Ability to work independently in a team environment, take ownership of the resolution of problems, be flexible and accountable, manage conflicting responsibilities, prioritize tasks and consistently meet deadlines.
  6. Ability to establish and maintain effective working relationships with faculty, administrative staff and students in a higher education environment.

Additional Candidate Instructions

A complete application consists of:
  1. A cover letter addressing how required qualifications are met
  2. Resume
  3. 3 Professional References
Incomplete applications will not be considered.

Application review begins Tuesday, May 16th and will remain open until a qualified pool of candidates has been identified.

Contact Information to Applicants

Aletha Beard

Advertised Salary Range


Application Review Begins

Tuesday May 16, 2023

Anticipated Start Date

Monday June 5, 2023

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Posting Information

  • Posting ID:  25000BR
  • Department:  Office of Research
  • Primary Campus:  University of Kansas Lawrence Campus
  • Assignment:  Telework
  • Reg/Temp:  Regular
  • Employee Class:  U-Unclassified Professional Staff
  • Review Begins:  16-May-2023

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