Grants and Contracts Specialist

About the role

The position of Grant and Contract Specialist provides administrative support to the Grants and Contracts/Senior Grant and Contracts Officers, Assistant Director and Director of Pre-Award Services. The position is responsible for providing the primary interface with academic units (faculty, staff, and administrators) for all sponsored program and clinical research activity. The position also provides policy and procedure information as it pertains to submission requirements to the AU community.

Responsibilities

• SERVES AS INITIAL POINT-OF-CONTACT FOR ALL SPA INQUIRES: Serves as initial point-of-contact for all sponsored program inquiries. Maintain continuous and timely communication with faculty, staff, and administrators regarding proposal status and notifications of awards. Provide hard-copy and electronically accessed information to the AU community regarding policies and procedures for sponsored program submission.
• CORPORATE AND PREPARE MATERIALS FOR PROJECT INITIATION MEET: Coordinate and prepare materials for project initiation meetings with principal investigator, departmental manager, grant and contract officer and sponsored accountant. Initiate and coordinate administrative close-out between Principal Investigator, Sponsored Accounting, and Grant and Contract Officer at termination of grant or contract. Ensure all required approvals (including Conflict of Interest declaration) for the route are received. Manage all materials to ensure files contain all required internal and external paperwork associated with each submission and award. Initiate and maintain electronic and hard-copy records of sponsored activity in both reporting and tracking databases with complete and correct information, through all phases of submission, award and close-out. This includes over 1,100 submissions, 700 new awards and 800-900 active awards. Verify regulatory/compliance approvals have been obtained and are current for all submissions where applicable and before the establishment of all new and continuing awards.
• TIMELY CREATE FILES FOR OFFICER REVIEWS: Timely create files for Officer reviews. Utilize and maintain tracking system (i.e. RFID). Create tracking labels and main tracking records within the system ensuring statuses are correct and up to date. Coordinate the disposition of all files (pending, awarded, closed, early terminated and not funded).
• OVERSEE THE ROUTING OF SPONSORED APPLICATIONS: Oversee the routing of sponsored applications including initial review for compliance with institutional policies and procedures. Send out compliance approval emails as necessary. Track award status of grant and contract proposals while maintaining timely communications with faculty, staff, administrators, extramural sponsors with updates. Initiate establishment of sponsored accounts for funded projects working in close coordination with sponsored accounting. Establish MOU between AU and Augusta University Research Institute, Inc. as required by the Board of Regents and the AURI Bylaws. Prepare 'Notice of Extramural Funding' using award notification, internal budget and compliance documents, forwarding copies to the principal investigator and department managers. Note: this notice is the official intra-institutional documentation for all extramural funding.
• OTHER DUTIES: Perform all other related duties/tasks as assigned.

Required Qualifications

• Associate's degree from an accredited college or university and two years of progressively responsible administrative duties OR High School diploma, GED, or equivalent from a State or Federal accrediting organization and five years of progressively responsible administrative duties.

Preferred Qualifications

• Familiarity with web or other internet accessions.
• Experience in data entry, retrieval, spreadsheets and Access or similar.
• Knowledge of Microsoft Office and other computer software/databases.

Knowledge, Skills, & Abilities

• KNOWLEDGE: Proficient in Microsoft Office and other computer software/databases.
• SKILLS: Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong organizational, prioritization and multi-tasking skills.
• ABILITIES: Ability to maintain confidentiality.

Shift/Salary/Benefits

Shift: Days; M-F
Salary: $18.85/hourly - $19.86/hourly
Pay Band: B6
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position.
Recruitment Period: Until Filled.

Conditions of Employment

• All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.
• If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.
• Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

Other Information

• This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees.
• Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success.
• Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.
• Equal Employment Opportunity: Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today!

Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365