Business and Services Coordinator

Position Overview

The Achievement & Assessment Institute (AAI) at The University of Kansas is hiring a Business and Contract Services Coordinator who will work a hybrid schedule (on-site and remote). This position will be a crucial member of the AAI Support Team by assisting the AAI Business and Contract Services Officer and AAI Finance and Administration Director with carrying out the mission of the Institute.

The role will manage business service (BS) and fee for service (FFS) administration activities for Principal investigators/responsible party affiliated with AAI and serve as the administrative liaison between the University and sponsors. The ideal candidate will enjoy working in a fast-paced, entrepreneurial-focused, customer service driven, highly agile environment and will use analytical and problem-solving skills.

AAI is a designated research center with an annual budget of over $60M, 420 regular staff members, and 150 temporary staff members. The Institute supports faculty research within the School of Education and Human Sciences and other academic units, with a mission focused on applying scholarship to real-world programs, generating generalizable knowledge, supporting resource development, and providing valuable work experiences for students.

• Manage BS/FFS proposal preparation, review and submission.
• Solve unique and time-sensitive problems and interact with Principal Investigators, AAI staff, agency officials, and university personnel.
• Communicate expectations around BS/FFS proposal preparation/revisions, budget modifications, and compliance requirements.
• Analyze and interpret the agency’s request for proposal (RFP) for BS/FFS.
• Review and verify all compliance requirements at time of proposal and confirm all necessary compliance regulations for BS/FFS projects at award initiation.
• Prepare and review all necessary sponsor application forms with correct institutional and proposal information.
• Review all known contract terms/requirements noted at the proposal stage and obtain additional university approvals as necessary.
• Develop an adequate, accurate, and justifiable BS/FFS proposal budget and justification in coordination with the Principal Investigator and in accordance with sponsor and university policies.
• Obtain all necessary signatures/approvals (e.g., for cost share, space usage, and collaboration).
• Act as liaison with other sponsors when preparing submissions including subawards.
• Complete and transmit the approved proposal package to meet sponsor-imposed deadlines and assist investigators with sponsor electronic systems requiring PI interaction.
• Maintain proposal records.
• Respond to post-submission questions posed by sponsors to facilitate award issuance.

• Maintain high responsiveness and stellar customer service under deadlines and external schedules.
• Assist in the review and submission of BS/FFS proposals, serving as a liaison between the PI, the Director of Finance and Administration, and KU Procurement.
• Communicate with investigators and sponsors to resolve complex BS/FFS administration issues and identify best practices; maintain delegated signing authority for proposals as needed.
• Assist in training AAI staff on BS/FFS administration, policies, procedures, and sponsor guidelines.
• Assist in collecting data to help create monthly reports for AAI Leadership to aid strategic decisions.
• Assist in developing and implementing policies, procedures, resources, and training to improve efficiency, compliance, and administration of projects at AAI.
• Support investigators by helping identify relevant funding opportunities and sharing state funding announcements that align with AAI focus.
• Additional duties as assigned.

• Bachelor's degree and two (2) years of relevant experience OR a high school diploma/GED with four (4) years of relevant experience.
• One or more years of experience in a fast-paced, flexible environment while meeting deadlines and supporting multiple stakeholders.
• Analytical and problem-solving skills.
• Ability to work independently and in a team environment.
• Excellent communication…