Grant Assistant; Hybrid - Department of Medicine

Position Summary

Grant Assistants (GAs) play a vital role in the sponsored project life cycle, ensuring that research proposals adhere to sponsor guidelines and are successfully submitted. The GA supports faculty, center directors, and staff throughout the pre-award stage of sponsored projects, including proposal preparation and submission, just-in-time requests, and compliance.

May assist with activities associated with a portfolio of faculty post award and payroll sourcing with supervision/oversight, particularly for research-intensive departments.

• Reviews and interprets grant guidelines from NIH and other varying foundations/agencies.
• Formulates grant & study budgets according to established norms, enters documents, secures approvals, & establishes multidisciplinary research project control.
• Prepares internal approval documents for proposals (PC form) and obtains signatures.
• Works with Principal Investigator in compiling and submitting the entire grant according to established agency/university guidelines. Uploads and reviews all agency forms for submission. Enters grant budgeting documents online.
• Tracks and maintains online database of grants submitted, awarded, rejected, etc.
• Sends advance reminders to PIs of upcoming deadlines for continuation, competitive renewals, progress reports, etc.
• Assists PIs with internal and external requests for grant-related information (e.g. current biosketches, trainee information, human/animal protocol approvals and other support).
• Updates grants lists monthly or when new fund numbers are received.
• Organizes and maintains electronic and hard copy grant files.

• Ensures all compliance documents are in order at time of award (IRB, IACUC, etc.).
• Assists PIs in preparation of annual progress reports as needed.

• Entering and tracking in online database of grants submitted, awarded, rejected, etc.
• Approves purchasing documents.

Assists senior leadership with special projects as requested.

Performs other duties as assigned.

• Normal office environment.

• Typically sitting at desk or table.
• Repetitive wrist, hand or finger movement (PC Typing).

• Office equipment.

Education: Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications/Professional Licenses: No specific certification/professional license is required for this position.

Work Experience: No specific work experience is required for this position.

Skills: Not Applicable.

Driver's License: A driver's license is not required for this position.

• Knowledge of Workday, RMS (Research Management System) and SUBS system.
• Knowledge of agency guidelines.
• Accounting, Accounting Processes, Adobe Acrobat, Analytical Thinking, Computerized Accounting, Deadline Management, Grant Administration, Interpersonal Communication, Maintaining Composure, Microsoft Excel, Microsoft Office, Microsoft Word, Oral Communications, Workday Software, Written Communication.

Grade: G08-H

Salary Range: $21.17 - $32.85 / Hourly (The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.)

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

If you are unable to use our online application system and would like an accommodation, please email Candidate Questions or call the dedicated accommodation inquiry number at  and leave a voicemail with the nature of your request. All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job,…