Pre-Award Coordinator

About the Job

This position is being posted at two levels, G&C Professional 2 and 3 in the Pre-Award Admin specialty. At G&C professional 3 level, this position will serve as an expert and provide lead work in pre-award. Applicants will be considered for either Professional 2 or 3 based on their qualifications.

The Pre-Award Coordinator provides comprehensive pre-award research administration support to faculty and staff within the College of Veterinary Medicine (CVM). This position plays a critical role in proposal development, regulatory compliance, and research data tracking.

This position also contributes to institutional research impact reporting, knowledge management, system improvement initiatives, and training efforts. The role reports directly to the Research Office's Administrative Director and works closely with CVM’s SPA Grant and Contracts Officer to ensure high-quality, compliant proposal submissions.

• Hybrid
• 1 day in office each month (roughly)

• Monday - Friday, 8am - 4:30pm (with a flexible schedule when needed to process proposals)

• 12 months

• Non-Essential Employee

• This position may be eligible for visa sponsorship

• Assist with auditing and refining internal workflows to identify barriers; design, recommend, and implement solutions that increase the efficiency and accuracy.
• Liaise with CVM’s SPA Grant and Contracts Officer to ensure compliance and consistency.
• Assist with creating Standard Operating Procedures (SOPs) for new sponsors and institutional systems (e.g., MN-GEMS).
• Assist the Administrative Director in planning and preparing complex multi-institutional proposals, center grants, and program project submissions.
• Manage the timely submission of grant proposals to federal, business & industry, and philanthropic sponsors by providing full lifecycle proposal management from concept to sponsor submission, including:
  • Developing project timelines and submission checklists
  • Creating and managing proposal budgets
  • Reviewing formatting and content for sponsor compliance
  • Routing proposals through internal approval systems
  • Submitting applications via sponsor platforms (ASSIST, Grants.gov, ezFedGrants, and others)
• Advise faculty and staff on University and federal policies, sponsor requirements, eligibility, and compliance obligations.
• Contact funding agencies to clarify program requirements, policy interpretations, and submission logistics and serve as a liaison between the PIs and the College

• Maintaining sponsored projects pre-award grant files and summaries, maintain and track pending awards, track new grant awards, and prepare grant reports as needed.
• Providing data on collegiate proposal submissions and awards.
• Helping to develop tools for pre-award use (checklists, budget templates, calculators, job aid tutorials)
• Maintain knowledge management systems including:
  • CVM pre-award Google site
  • Sponsor-specific checklists
  • Budget templates and calculators
  • Proposal tracking lists
  • Onboarding manuals and training materials
  • Pre-award intranet updates

• Supporting and organizing college research events, including a One Health Event, RIDE Seminars and Summit, and special events
• Assisting with organizing Federal Grant Writing Groups for early-career faculty and postdoctoral scholars
• Training, onboarding, and supporting new Pre-Award Specialists and Department Administrators as needed

• For the G&C Professional 2 level:
  • Bachelor's degree in business administration, public administration, finance, accounting, research administration, or a related field, plus two years of experience or a combination of related education and work experience equal to at least six years.
• For the G&C Professional 3 level:
  • Bachelor's degree in business administration, public administration, finance, accounting, research administration, or a related field, plus four years of experience or a combination of related education and work experience equal to at least eight years.
• Demonstrated ability to…