Coordinator, Grants Management

About the role

The Coordinator, Grants Management supports the Office of Grants Management (OGM) by performing operational, administrative, analytical, and office clerical functions that ensure effective grant administration, regulatory compliance, accurate data collection and reporting, audit support, and efficient office operations.

Responsibilities

• Supports a variety of OGM functions and provides cross-functional assistance for operational needs and staffing gaps across all OGM teams-Grant Administration, Pre-Award, and Post-Award.
• Supervises the part-time Administrative Assistant.
• Processes journal vouchers (JVs), drafts grant financial reporting, and supports the creation and improvement of OGM internal forms, documentation, procedures, and workflow processes.
• Covers audit process coordination with SDGM, DGPC, and GAM, and assists external auditors as needed.
• Organizes and maintains records, documents, and data for audits.
• Affords support for Grant Opportunity monitoring process, pre-proposal form, and Grant dashboard system.
• Updates grant opportunity data in the grant tracking system and generates reports as needed.
• Affords training to new OGM staff for internal grant process overview, forms, and basic Banner system.
• Collects and researches necessary data from internal and external resources for pre-award team.
• Maintains, monitors, and analyzes data for grant proposals required for pre-award grants.
• Manages Grant Payroll data/dashboard processing.
• Updates and maintains OGM external and internal webpages and grant newsletter.
• Works with GAM, SDGM, DGPC, and other departments for Sub-Recipient Monitoring Review/Audit process annually.
• Manages monthly DOE cash drawdown requests to the Business Office and processes payment transactions posting and CRN invoice payments as needed.
• Manages and maintains office workflow efficiency by supervising part-time staff in scheduling and assigning office projects to expedite work tasks of the office.
• Manages office operations with regard to supply inventory, office relocations, maintenance request & scheduling, work order, etc.
• Coordinates internal and external meetings and events, setup, communication, and daily clerical tasks as needed.
• Organizes and maintains grant documents in the shared folder or group network drive for the office.
• Posts Journal vouchers (JVs) and uploads supporting documents (Xtender) in Banner.
• Manages the new grant award set-up process including set-up in the Banner system, forms, and grant PI binder documents, and the close-out process for post-award grants.
• Oversees or creates requisitions for OGM and/or grant programs as needed.
• Oversees the record maintenance and retention for grants and works with the Record Retention Manager.
• Affords support for Grant PI certification trainings and provides the certification.
• Affords support for SDGM, DGPC, DGD, and GAM for grant PI training as needed.

Qualifications

• Five years of progressive office clerical or administrative support experience, two years of which is in grants or a related field.
• Bachelor’s degree in business, office administration, or a related field preferred.