Contracts & Grants Coordinator

Title:

Admin & Fiscal Support Spec (Contracts & Grants Coordinator)

Position Number: 0081431

Hiring Unit:
Office of the Vice President for Research and Innovation (OVPRI), Office of Research Services (ORS) - Contracts & Grants

Location:

Manoa Campus

Date Posted:
December 22, 2025

Closing Date:
January 5, 2026 @ 11:59pm

Band: A

Salary: salary schedules and placement information

Full Time/Part Time:
Full-time

Month: 11-month

Temporary/Permanent:
Permanent

• Assists in reviewing, identifying and determining whether all aspects of the proposal and budget are compliant with funding solicitations, applicable governmental laws, rules and regulations, and sponsor and UH policies.
• Facilitates the creation, update, correction and maintenance of database records for extramurally sponsored proposals, awards, subawards and related documents.
• Initiates award record creation during the intake process to streamline workflow efficiency by assisting with initial data entry tasks from specialists, enabling faster case progression and minimizing backend corrections.
• Provides timely and accurate status updates to field personnel by proactively managing intake documentation and ensuring consistent data quality, supporting field coordination and reducing processing errors during final review.
• Serves as a source of support for proposal, award and subaward management (e.g., status inquiries, coordinating document execution, following up on status of half executed documents, unfunded proposals and pending compliance issues; ensuring fully executed documents are complete and unaltered, recording/filing documents in official extramural document repository).
• Assists in reviewing and submitting of post-award change requests to extramural sponsors and acts as an institutional liaison with extramural sponsors for post-award changes that require institutional oversight.
• Follows up with appropriate UH personnel to ensure compliance with award conditions, e.g., required reports.
• Maintains up-to-date pending and completed data for all workload assignments, and upon request, provides periodic reports of individual workload status and progress for administrative and institutional use.
• Participates in testing of institutional systems related to extramural proposals and awards, and reports on testing results clearly and in a timely manner.
• Participates in training relative to extramural proposals, awards, subawards; and applicable governmental laws, rules and regulations, and UH policies.
• Other duties as assigned.

Education and Professional

Work Experience:

• Possession of a baccalaureate degree in arts, humanities, or sciences or related field and zero (0) year(s) of progressively responsible professional experience with responsibilities for extramural proposals and award administration; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.

Knowledge, Skills and Abilities:

• Functional knowledge of principles, practices and techniques in analytical reasoning and writing demonstrated by knowledge, understanding and ability to apply concepts, terminology.
• Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with universities, research, administration, or financial systems.
• Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the processing of legal, administrative, or financial documents.
• Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
• Demonstrated ability to operate a personal computer and apply word processing software.

Supplemental

Minimum Qualifications:

• Must be able to obtain and maintain a Notary Public commission within one year of hire.

Desirable

Qualifications:

• One (1) year experience in office administration and/or extramural research.
• Specialized knowledge of Adobe Acrobat.
• Specialized knowledge of Word.
• Working knowledge of Excel.
• Experience in legal, financial or administrative settings.

Select the "Apply" button in the top right corner of the screen; first-time Neo Gov users will need to create an account. Please ensure your application includes the following materials:

• Cover Letter: A letter detailing your interest and how you meet both the minimum and desirable qualifications. All minimum qualifications must be met by the closing date to be considered.
• Resume/CV: A current professional resume or curriculum vitae.
• Professional References: The names, telephone numbers, and email addresses of three (3) professional references.
• Unofficial Transcripts: Copies of unofficial transcripts are required for the…