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Job Standard for Grants and Contracts Administrator

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Employee Name:

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How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and cannot be edited.
  2. Click “View in Google Docs/Download” and download to Word.
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#

Grants and Contracts Administrator Overview

  • Person Group: Professional
  • Job Code: 75288
  • Pay Grade: P6
  • FLSA Status: Exempt
  • Career Level: Associate
  • Family: Finance & Business Administration
  • Function: Research Administration

Purpose

Efficiently and timely manage the formal University acceptance of OSP Agreements and draft, review, negotiate, and resolve disputes involving OSP Agreements.

Level Scope

Entry-level professional with limited or no prior experience to contribute on a project or work team. Incumbent learns to use professional concepts to resolve problems of limited scope and complexity under close supervision while achieving day-to-day objectives. Works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. This level is typically focused on self development. Requires theoretical knowledge through specific education and training.

Minimum Qualifications

Bachelor’s Degree or relevant professional experience.

Preferred Qualifications

Juris Doctor Degree and one year of similar experience

Knowledge, Skills, and Abilities

  • Ability to efficiently and timely manage many competing priorities, including the ability to satisfy sponsor deadlines.
  • Ability to represent the interests of the research enterprise to internal and external customers, including the ability to understand and explain Federal and State statutes, regulations, policies, and procedures.
  • Ability to work collaboratively to resolve issues.
  • Ability to communicate clearly and effectively both orally and in writing.
  • Ability to draft and implement procedures and guidelines for internal and external audiences.
  • Experience performing OSP Agreement Acceptance Process and Agreement Processing.
  • Experience performing No-Cost Extension and Advance Department ID / Advance Spending Request processes.
  • Excellent customer service skills.

Essential Functions

Key Responsibilities

60% of Time the Grants and Contracts Administrator must:

OSP Agreement Processing: The Grants & Contracts Administrator manages the University acceptance process for OSP Agreements.  This requires daily written and verbal communications with numerous internal and external parties to ensure the timely and accurate review, negotiation, and acceptance of these agreements. Manages department software, the electronic agreement routing system, and OSP’s electronic signature process for all agreements; monitors information systems for data quality assurance; and provides customer service to numerous campus users.

  • OSP Agreement Acceptance Process: With significant oversight, efficiently and timely does the following: sponsored agreements (grants and cooperative agreements under 2 CFR Part 200, contracts under 48 CFR Parts 1 – 53, common law of contracts, and Uniform Commercial Code Article 2 contracts), non-sponsored agreements (master agreements, collaborative research agreements, nondisclosure agreements), subawards (subawards and subcontracts), procurement actions (contracts for services, purchase orders), and certain other agreements (intellectual property license agreements, releases of liability, surplus/excess property disposition agreements) (all, collectively, “OSP Agreements”):
    • Drafts, reviews, and negotiates terms and conditions with Federal, State, local government, university, for-profit, non-profit, and foreign entities.
    • Evaluates legal terms and conditions to ensure they do not violate applicable law/policy, the University has established procedures to comply with them, and they make sound business and programmatic sense.
    • Coordinates with all academic and non-academic departments to discuss suspect terms and conditions and ensure post-award compliance with accepted terms and conditions.
    • Documents legal terms and conditions into department software in a manner that is understandable to University faculty and staff.
    • Flows down applicable terms and conditions from the University’s prime awards to other applicable agreements.
  • No Cost Extension and Advance Processes: Manages and performs the No-Cost Extension and Advance Department ID / Advance Spending Request processes.
  • Manages the development, maintenance, and archival of electronic and physical files in accordance with Federal, State, and University requirements.
  • Trains other OSP personnel to perform as backups on the above roles.  Provides guidance to internal and external customers about OSP Agreements administration, including in-person training when appropriate

35% of Time the Grants and Contracts Administrator

Determined by department needs

5% of Time the Grants and Contracts Administrator

Perform other duties as assigned

Work Environment and Physical Demands

Some positions may involve frequent bending, moving, lifting, and carrying material weighing up to 50 pounds; some positions may involve moving, lifting, and carrying material weighing up to 70 pounds; standing up to eight hours each day; working in all weather conditions; exposure to high noise levels and require wearing hearing protection.

Travel Requirement

Occasional overnight travel may be required for employee development training.

Career Path

Assistant Grants & Contracts Officer

Disclaimer

Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work.  Final employment offers are  contingent upon a Final Candidate’s successful completion of a Background Verification, and a determination by the University that the information derived from the Background Verification does not disqualify the individual.  In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.