Grants and Contracts Specialist

Job Description - Grants and Contracts Specialist (2602001)

Bachelor’s degree (foreign equivalent or higher). Two (2) years of full time research administration experience in sponsored programs management. Comprehensive knowledge of federal grant and contract regulations (e.g. Uniform Guidance, NIH, NSF, ARPA-H, DoD, DOE) and non-federal funding environments, including industry, foundation, and local government sponsors.

Certified Research Administrator (CRA) or comparable certification. Five (5) or more years of full-time research administration experience. Experience working within higher education and in a central or departmental research administration office at a university or medical center. Experience working with electronic research administration systems (e.g. Grants.gov, NIH, eRA, Commons and ASSIST, NSF Reearch.gov, Huron Click).

The Grants & Contracts Specialist (GCS) will be part of the Office of Scientific Affairs within the Renaissance School of Medicine and will work closely with faculty and central university offices, such as the Office of Sponsored Programs, to support and coordinate the development and submission of proposals for externally sponsored research. The position focuses primarily on pre-award activities, with some responsibility for post-award tasks.

This role requires adaptability and flexibility to accommodate ongoing changes in internal and external policies and regulations, shifting deadlines, and competing priorities. The incumbent must be able to work both independently and collaboratively as part of a team. Strong organizational skills, attention to detail, and effective verbal and written communication skills are essential, along with the ability to engage with a wide range of stakeholders.

Success in this role requires excellent time management, effective decision-making, and the ability to maintain composure in a dynamic, deadline-driven environment. The incumbent must be proactive, solutions-oriented, demonstrate strong problem-solving skills, and be capable of managing a high volume of work while maintaining a high level of accuracy and service excellence. The ideal candidate will have the ability to thrive in a diverse, deadline-driven environment.

• Apply knowledge of policies and procedures to determine appropriate action, elevate complex issues as needed, and use analytical, problem‑solving, and collaborative skills to support faculty, administrators, and research teams across SOM departments.
• Assist faculty with the administrative components of externally funded research proposals and other sponsored projects, including budget development, coordination of the internal submission process in my Research, collaboration with PIs, populating sponsor portals with required materials, and submission of federal and non‑federal proposals to OSP in accordance with sponsor guidelines.
• Provide assistance to faculty and administrators in proposed development, including budgeting, interpretation of sponsor terms and policies, and University policies and procedures.
• Ensure timely and accurate submission of proposals in accordance with sponsor deadlines, federal, and state regulations, sponsor guidelines, and University policies governing sponsored research; consult with appropriate offices as needed on compliance matters.
• Serve as a liaison on behalf of faculty with the Office of Sponsored Programs (pre and post‑award teams) to resolve issues, clarify submission and award information, support researchers throughout the proposal and award lifecycle.
• Assist with Just‑in‑Time (JIT) requests, including collecting and compiling required documentation.
• Assist new hires with the transfer of existing awards and support a smooth transition to the University.
• Assist faculty with processing award modification requests through the internal electronic research administration system, including but not limited to no‑cost extensions, budget modifications, and personnel changes.
• Assist faculty with progress reports as required by the terms and conditions of the award.
• Assist graduate, MD/PhD students, and…