Grants Administrator

Reporting to the Department Administrator, the Grant Administrator coordinates the administrative operations that support the department’s research, financial, human resources, and office functions. The role manages the administrative components of sponsored-project proposals and awards from pre-award planning through post-award administration and closeout; supports responsible financial stewardship; processes personnel and visa actions; and helps maintain efficient, compliant office operations. The Grant Administrator serves as a responsive resource to faculty, principal investigators, research staff, and central administrative offices, exercising accuracy, discretion, service-oriented communication, strong follow-through, and a high degree of independence.

• Coordinate the preparation, review, routing, and timely submission of research grants and fellowship applications to the National Institutes of Health (NIH), other federal and state agencies, public and private organizations, and foundations.
• Prepare, compile, and ensure the accuracy and completeness of administrative and non-scientific proposal and award documentation, including institutional forms, budgets and related materials, certifications, supporting documentation, and required attachments; coordinate review, approval, signature, and submission by Authorized Organizational Representatives (AORs) through Cayuse or other institutional systems.
• Interpret sponsor and institutional guidelines, communicate requirements and deadlines, and coordinate electronic or manual submissions through internal systems and sponsor portals.
• Monitor and administer subawards from inception through final payment, including collecting and reviewing required documentation for new proposals, competitive renewals, and continuation applications, and coordinating with internal and external partners to resolve missing or inconsistent information.
• Maintain current faculty and investigator support files, including biosketches, publications, Other Support documentation, IACUC and IRB approvals, usernames, and grant-submission records.
• Assist principal investigators and research support staff with obtaining and maintaining eRA Commons usernames and other sponsor-system access, as appropriate.
• Coordinate post-submission and award actions, including Just-in-Time (JIT) requests, progress reports, budget revisions, scope changes, no-cost extensions, and subaward initiation.
• Maintain organized, audit-ready proposal and award records; track deadlines, approvals, outstanding items, and sponsor or institutional follow-up through completion.
• Stay current on sponsor policies, federal regulations, and institutional procedures by monitoring sources such as the Blue Sheet, NIH Guide, Federal Register, Grants Weekly, Chronicle of Higher Education, and relevant institutional communications.

• Support departmental financial and administrative operations by coordinating with the Department Administrator, faculty, and Research Finance to facilitate accurate and timely financial information and responsive administrative support.
• Upon receipt of an award notice, finalize the approved budget with the PI and coordinate with Research Finance to establish the award accurately and promptly.
• Monitor awarded funds and account activity to confirm that funds are available and expenses are allowable, appropriately allocated, and consistent with sponsor terms and institutional policy.
• Prepare cost transfers and support account reconciliations, award closeouts, and resolution of financial discrepancies.
• Review and approve purchase orders, travel reimbursements, Clin Card payments, requisitions, and related transactions within delegated authority.
• Coordinate the procurement of supplies, equipment, and services through the purchase-order system; identify and resolve issues that could delay delivery or payment.
• Monitor adherence to policies and procedures for purchase orders, travel requests, payment requisitions, equipment, maintenance agreements, contracts, and subscriptions, providing guidance as needed.
• Collaborate with Accounts Payable, Procurement, and other ancillary areas to confirm receipt of goods and services, facilitate prompt payment, and resolve transaction issues.
• Facilitate review and approval of subcontractor invoices, as needed, and create LOAs for payments to MMC in accordance with institutional procedures.
• Identify…