Grant Coordinator - Award Processing Services
Position Overview
The incumbent will be a part of the Award Processing Services (APS) team within Sponsored Accounts & Revenue Management, Office of Research. Their primary responsibility is to set up awards and modifications for all sponsored research awards in the enterprise financial system in a timely and accurate manner and in accordance with the applicable rules and regulations. The successful candidate for this position will be knowledgeable in standard accounting terms, contractual language, interpretation and application of federal, state, sponsor, and KU/KUCR rules and regulations as it relates to interpretation and application of those to the university’s enterprise financial system. The incumbent will be a highly detail-oriented individual, and comfortable with learning intricacies of the enterprise systems. The incumbent will be expected to stay current in their knowledge of the enterprise systems, as well as sponsored research guidelines, including participating in necessary training. The incumbent is expected to work efficiently, congenially, and cooperatively under extreme pressure and tight deadlines with a high degree of accuracy and work successfully both as an individual and as a member of the team.
The primary responsibility of the Sponsored Accounts & Revenue Management, APS, Grant Coordinator (GC) is to interpret incoming awards’ documentation and set up awards and award modifications for all sponsored research in the enterprise financial system in a timely and accurate manner and in accordance with the applicable rules and regulations.
As part of a team, APS GC will be key in the establishment of University’s sponsored research accounts by facilitating the processes related to acceptance and set-up of sponsored award grants and contracts.
The acceptance and set-up of a research award is a high profile, outward facing process in the award life cycle. This position will be responsible for communicating with several key stakeholders, including Office of Research staff, PIs, and central and departmental research administrative support. This position is responsible for interpreting complex rules, policy, and regulations. Additionally, the incumbent must apply sound judgement to ensure each award is compliant with all applicable rules, policies, and regulations as it relates to the acceptance and set-up of grants and contracts.
This position is designated as fully remote, meaning most activities will be performed from an agreed-upon off-campus location. Some in-person activities will be required on occasion.
If you are looking for a rewarding and dynamic career, look no farther than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work!
The primary responsibility of the Sponsored Accounts & Revenue Management, APS, Grant Coordinator (GC) is to interpret incoming awards’ documentation and set up awards and award modifications for all sponsored research in the enterprise financial system in a timely and accurate manner and in accordance with the applicable rules and regulations.
As part of a team, APS GC will be key in the establishment of University’s sponsored research accounts by facilitating the processes related to acceptance and set-up of sponsored award grants and contracts.
The acceptance and set-up of a research award is a high profile, outward facing process in the award life cycle. This position will be responsible for communicating with several key stakeholders, including Office of Research staff, PIs, and central and departmental research administrative support. This position is responsible for interpreting complex rules, policy, and regulations. Additionally, the incumbent must apply sound judgement to ensure each award is compliant with all applicable rules, policies, and regulations as it relates to the acceptance and set-up of grants and contracts.
This position is designated as fully remote, meaning most activities will be performed from an agreed-upon off-campus location. Some in-person activities will be required on occasion.
If you are looking for a rewarding and dynamic career, look no farther than the University of Kansas. In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 96 hours of sick leave earned per year, 9 paid holidays plus one discretionary day, a great retirement program, medical and dental insurance, life and disability insurance, other benefit plan options and state of Kansas discounts offered by various vendors. KU also offers employees educational opportunities for employees. KU is a great place to work!
Job Description
60% - Interpret incoming award documentation and set up sponsored awards in the KU enterprise financial system, currently Oracle Financials In The Cloud (FITC):
10% - Assist in monitoring and maintaining data integrity using queries and reports on a regular basis.
10% - Other duties as assigned.
- Review and interpret terms and conditions, review and verify budgets contained in sponsored grants, contracts and agreements in order to establish awards in the financial system, including sponsor and internal funding (cost share / match / internal awards).
- Interpret and correctly enter award data into the system as needed to allow for efficient grants administration, including but not limited to invoicing, budget management, revenue recognition, and institutional forecasting.
- Troubleshoot the errors, and as necessary further escalate the errors for resolution.
- Serve as the administrative liaison between APS, other Office of Research departments, and other KU stakeholders when interpreting and analyzing institutionally approved documents and other relevant award information necessary for successful award set up in FITC.
- Responsible for enterprise financial system entries for re-budgeting actions, time extensions, carry forward actions, changes in Principal Investigators or other key personnel, and any other award actions as appropriate.
- Confirm all required compliances for sponsored projects are met prior to actions established in the financial system. This includes, but not limited to, research involving humans, animals, recombinant DNA, and radioactive materials.
10% - Assist in monitoring and maintaining data integrity using queries and reports on a regular basis.
10% - Other duties as assigned.
- Work with the APS 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 APS Grant Manager, Associate Director [PAS], and other Office of Research leadership.
- Contribute to review and recommend changes to APS procedures to ensure compliance with current KU /KUCR policies;
- Prepare and update procedural manuals and related instructional materials as requested.
- 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 APS Grant Manager.
Required Qualifications
- 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.
- One year of experience interpreting information from a variety of documents with strict terms and conditions, i.e. awards, contracts, policies, agreements, etc. evidenced by work history.
- Training or previous experience with an enterprise financial system such as PeopleSoft, Oracle FITC, Workday, Banner, or other comparable ERP systems.
- Proven ability and willingness to learn new concepts and / or systems, as evidenced by application materials and previous work experience.
- Training, education, OR one year previous work experience with computer applications to create word processing documents and spreadsheets.
Preferred Qualifications
- Work experience in sponsored research administration, either in sponsoring or recipient organizations.
- Experience or familiarity with 2 CFR 200 (Uniform Guidance), or prior OMB Circulars (A-21, A-110, A-133), or other similar OMB circulars.
- Familiarity with university business policies, procedures, and systems.
- Established work history in a time-sensitive, detail-oriented field.
- Previous hands-on experience with the enterprise financial systems such as PeopleSoft, Oracle FITC, Workday, Banner, or other types of enterprise financial systems.
- Previous knowledge of and experience in a university research environment.
- Proven ability to work with others in a team environment.
- Strong written communication skills, as is evidenced in application materials.
Additional Candidate Instructions
In addition to the online application, the following documents are required to be considered for this position:
#LI-HR1
- A cover letter addressing how required and preferred qualifications are met.
- Resume or curriculum vitae.
- Contact information for three professional references.
#LI-HR1
Contact Information to Applicants
Leena Smith
785-864-7435
785-864-7435
Advertised Salary Range
Starting at $51,625.00
Work Schedule
M-F 8-5
Application Review Begins
Saturday May 11, 2024
Anticipated Start Date
Monday June 10, 2024