Grants and Contracts Coordinator

The Grants and Contracts Coordinator will apply for and monitor grant funds for OHSU programs and projects and/or will enter and administer contracts with other governmental agencies or the public for the provision of services in adherence to regulations and OHSU policies and procedures. Coordination includes pre-award and/or post-award activities.

In the Department of Diagnostic Radiology, the Grants and Contracts Coordinator will work closely with the Director of Research and department principal investigators in the development of grant budgets and will assist with post-award grant accounting. This position will liaise with the OHSU Office of Proposal and Award Management (OPAM) and work closely with OHSU faculty collaborators and support staff as well as external collaborators to submit successful and timely grants and reports.

Knowledge of and ability to interpret federal, state, and internal guidance and regulations are critical to the role. Effective communication with research and support staff in written and oral formats is also critical. The successful candidate will have excellent written and oral communication skills, time management and problem-solving skills, ability to track multiple tasks and projects through various stages of development and implementation, and will maintain confidentiality of intellectual property and other sensitive information throughout the grant life cycle.

This is the first level of a three-level series. It is distinguished from the Senior Grants/Contracts Coordinator by a higher level of direct supervision, lower-level decision making, and a more narrow scope of responsibility.

Pre-Award Assistance and Coordination:

• Grant Planning and Development:
  • Interpret sponsor guidelines and requirements in support of proposal development and submission;
  • Collect data;
  • Work with management to identify priorities;
  • Develops policy statements and annual plan;
  • Prepare grant budget and application;
  • Review applications for funding and process.
• Contract Coordination:
  • Translate program requirements into contract terms in consultation with management;
  • Develop or ensure development of contract requirements containing quantifiable specifications and measurable performance criteria;
  • May use "Request for Proposal" to gather information from potential contractors leading to the awarding of a contract;
  • Represent OHSU to potential contractors to negotiate and clarify contract issues, may negotiate within contract service requirements limited to metrics, dates, and services provided;
  • Compose contract wording and calculate contract payment rates and amounts.
  • Coordinate proposal submissions, discuss proposed resources (labor and non-labor), draft administrative components of the proposal (including the budget and required subcontract documents) and coordinate submission to the sponsor with the Office of Proposal and Award Management (OPAM).
• Conduct regular searches of internal (i.e., Knight, BCC, SOM, OHSUF) and external (NIH, DOD, NSF) funding opportunities tailored to the research interests of our active principal investigators (PIs)
• Meet with department PIs on a regular basis, during lab meetings or schedule ad hoc meetings to plan for future grant submissions and/or reporting.
• Track timeline requirements for proposal submission to meet OPAM and sponsor deadlines.
• Work with PIs, co-investigators, postdocs, grad students, research staff and other proposal contributors, including subaward organizations, to ensure clear and timely communications regarding contributions to the proposal, effort, and deadlines.
• Develop grant budgets in conjunction with the PI, director of research, external departments and institutions to ensure DHHS research rates are applied, when applicable, and staff effort is sufficient, ensuring that grant budgets align with proposal aims and approach.
• Collate and organize all required documentation for grant proposals, including documents from external (sub-award) institutions and consultants/contributors.
• Review all grant documents for accuracy and compliance with sponsor and institutional guidance and ensure that general proofreading is complete prior to submissions.
• Liaise with OPAM staff, including pre-award grants and contracts administrators (GCAs), to ensure timely and error-free applications receive institutional approval and are submitted in advance of grant deadlines.
• Maintain pre-award grant tracking, ensuring that new submissions are documented on…