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Grant Coordinator

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Job Details
Job Order Number
Company Name
University of Kansas
Physical Address
1450 Jayhawk Road
Lawrence, KS 66045
Job Description


Strong Hall SSC


University of Kansas – Lawrence



Employee Class:

U-Unclassified Professional Staff
Position Overview

The day-to-day post-award research administration activities in the Strong Hall SSC will be conducted by SSC Grants Specialists and Grants Coordinators. These positions will be responsible for working with assigned units, departments and centers as well as the SSC Managers to perform post-award research activities in an environment of excellent client service. The positions will use knowledge of post-award best practices and KU grant systems, policies and processes to support KU Principle Investigators (PIs), provide PIs with accurate and timely information to make decisions, and ensure efficient transaction processing.

The SSC Grants Coordinator will provide timely and professional services that support or enhance the research service goals of the client unit. The SSC Grants Coordinator is a senior-level award administration position reporting to the SSC Research Administration Manager; this position is responsible for a complex award portfolio.
Job Description

75% PI Post-Award Support:

  • Examine awards for suitability of terms and conditions and review budgets with PI; work with KUCR to establish KUCR accounts for the grant and subawards.
  • Administer project by monitoring award and subawards for compliance, and 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 General Ledger on a monthly basis.
  • Coordinate personnel and purchasing activities with the PI and SSC finance and HR staff; review transactions for accuracy and allowability, and act as signatory (if designated by the PI) for budget adjustment forms, JVs, Travel Authorizations and Reimbursements, Invoices, Check Requests, Expense Reimbursements and Purchase Requisitions as necessary.
  • Meet with PIs on a regular basis to provide updates on the financial status of their accounts.
  • Act as a liaison between PIs and KUCR to communicate and resolve any issues that arise concerning expenditures, which requires extensive knowledge of federal, state and University regulations, including the OMB Uniform Guidance.
  • Assist PIs with effort reports to ensure accuracy and timely submission.
  • Assist Principal Investigators with budget development for progress reports.
  • Assist with submission of progress reports, program reviews, and other activities related to the award.
  • Working with KUCR as appropriate, assist with providing just in time information or other agency requests such as budget revisions, compliance issues, etc.

15% Funding Management:

  • Processes funding changes for all assigned units and PI. This includes but is not limited to:Identifying the appropriate workflow for submission for all types of funding changes.
    Updates funding for pool-funded and non-pool funded positions within the University HR ERP.
    Submits Personnel Action Forms (PAFs) to update funding for both pool-funded and nonpool funded positions through the Retro-Active Funding Adjustment (RFA) process.
    Submits and/or processes each funding change transaction type with a high level of accuracy.
  • Responsible for managing workload to ensure payroll deadlines are consistently met.

10% Other SSC Responsibilities:

  • Works with the SSC Manager to develop and implement strategic and tactical plans for improving and or providing those support services that enhance the operations of the SSC and the units served.
  • Provide Research Center Directors with requested information so that they can insure PI’s research goals are maximized.
  • Coordinates with KUCR on the interpretation and communication of post-award research administration policies, procedures, and programs.
  • Reviews and recommends changes to unit and SSC procedures to ensure compliance with policy; prepares and updates procedural manuals and related instructional materials.
  • Participates in meetings and events with PIs to maintain knowledge of the unit and relationship with the PIs and staff.
  • Attends 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 SSC Research 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.
  • Computer skills in a PC/Windows environment including MS Word and MS Excel as demonstrated by application materials and previous experience.
  • Excellent written communication skills and attention to detail as demonstrated by application materials.

Preferred Qualifications

  • General knowledge of applicable federal, state, and other sponsor regulations related to sponsored projects, including OMB Uniform Guidance.
  • Experience working independently in a research administration environment.
  • Experience analyzing budgets and interpreting complex contracts, regulations, and guidelines.
  • Experience using a research administration ERP, e.g. PeopleSoft Grants.
  • Analytical and problem-solving skills.
  • 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.
  • 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 a cover letter, resume, and three professional references.

Please use your cover letter to address how you meet the required and preferred qualifications. Incomplete applications will not be considered. An online University of Kansas application must be completed to be considered for this position.

Review of applications will begin July 3, 2019 and will remain open until a qualified pool of applicants has been identified.
Advertised Salary Range

Starts at 46,000
Application Review Begins

Anticipated Start Date


The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university’s programs and activities. Retaliation is also prohibited by university policy.

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