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. Applicants will be considered for either Professional 2 or 3 based on their qualifications.

Responsibilities

• 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.
• Absorb and manage the workload of the incumbent if they leave the position.
• Avoid delays in proposal submission by ensuring all necessary approvals are obtained in a timely manner.
• 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.
• Maintain sponsored projects pre-award grant files and summaries, maintain and track pending awards, track new grant awards, and prepare grant reports as needed.
• Provide data on collegiate proposal submissions and awards.
• Help 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.

Qualifications

• 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 manage multiple complex projects simultaneously while meeting strict deadlines.
• Strong written and verbal communication skills, including the ability to draft administrative proposal components (letters of support, representations, and certifications).
• Demonstrated ability to interpret policy and clearly communicate regulatory requirements to faculty, staff, and leadership.
• Experience using electronic research administration systems and sponsor submission platforms (e.g., Grants.gov, ASSIST, ezFedGrants, or similar institutional routing systems).
• Demonstrated experience preparing and submitting grant proposals to sponsors and working knowledge of federal regulations governing sponsored projects (e.g., Uniform Guidance/PAPPG).
• Strong organizational skills with exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Excel, Word, etc), Google Suite platform, and data tracking/reporting tools.
• Experience developing and managing complex proposal budgets, including salary/fringe calculations, indirect costs, tuition remission, subawards, and multi-year projections.
• Knowledge of sponsor-required certifications and compliance requirements, including conflict of interest disclosures, external professional activities reporting, and related regulatory documentation.
• Experience managing a diverse portfolio of non-federal grants and contracts, including industry and philanthropic sponsors, while ensuring compliance with complex cost-sharing requirements and varying Indirect Cost (IDC) rates.
• Experience with no-code platforms, such as Airtable, SmartSheets, Zapier, et.

Physical Requirements

(preferred but not required)

• Lifting: Ability to lift and carry up to 10 lbs
• Pushing/pulling: Ability to move heavy equipment or machinery
• Standing/walking: Ability to remain on your feet for the duration of a 2 hour shift
• Bending/stooping: Frequently reaching toward the floor or working at low levels
• Fine motor skills: Picking up small components, typing or using precision tools
• Reach: The ability to extend arms overhead or horizontally retrieve items
• Visual acuity: Close range vision for computer work
• Auditory awareness: Ability to hear warning signals, alarms or communicate in loud environments

About The Department

The College of Veterinary Medicine (CVM) Research Office puts people first to help them develop and thrive as research scientists, innovators, and mentors. We do this by strategically investing in CVM researchers, providing support for and removing barriers to their scientific progress and career advancement, and enhancing the visibility of their work. The Research Office seeks to nurture a diverse, vibrant research community where scientists feel supported in exploring bold ideas to improve lives; in funding, conducting, and sharing their work; and in training the next generation of researchers.

Pay Range

Pay and Benefits
For G&C Pro 2: $31.25 - $36.06/hr; depending on education/qualifications/experience
For G&C Pro 3: $37.01 - $41.83/hr; depending on education/qualifications/experience

Time Appointment

Appointment Term 12 months

Essential Employee Designation

Non-Essential Employee

Visa Sponsorship

This position may be eligible for visa sponsorship