| Overview
The Office of Academic Clinical Affairs (OACA) is the organizational home to key academic units that facilitate clinical research and clinical training at the University of Minnesota. We seek an outstanding program coordinator and communicator to support a series of grant programs offered through OACA including, but not limited to the following: Minnesota Partnership for Biotechnology and Medical Genomics; Regenerative Medicine Minnesota; Faculty Research Development Grant Program, and the Faculty “Bold Ideas” Seed Grant Program. Some of these programs are legislatively funded and must be carefully conducted as they are subject to even more than the usual public scrutiny; reputational risk is high.
Duties/Responsibilities
The individual selected will serve the important role of ensuring an effective, efficient and compliant operation for the administration of various grant programs. The individual often represents the University in working with the Mayo Clinic to facilitate jointly-sponsored programs. The coordinator must also work closely with the OACA finance office to ensure funds flow smoothly and correctly on all awards. The coordinator will report to OACA’s Deputy Chief of Staff. The incumbent must have the ability to exercise sound and fair judgment in applying and interpreting policies and procedures; superior interpersonal skills in order to establish and maintain trusted working relationships with all stakeholders; demonstrated ability to work effectively with faculty leaders; efficient organizational and data management skills to maintain and track grant program metrics; and effective, clear, and concise oral and written communication skills. This role will work independently much of the time and must be able to exercise judgement in solving complicated problems and interacting with both University members and the public.
Grant Management Operations (80%) – Manage a variety of external and internal grant award cycles, with multiple award types throughout the year:
• Coordinate requests for proposals via multiple list serves and internal/external publications
• Create and update annually grant proposal formats for multiple grant programs
• Serve as a resource contact, providing guidance and interpretation of application guidelines and policies based on knowledge of University policy as well as individual grant program guidelines and policies for questions from anyone wishing to submit proposals
• Review incoming proposals against criteria, determine whether they are eligible for next phase review by committees. Requires excellent knowledge of UMN general grant requirements as well as criteria and guidelines for multiple grant programs. Facilitate evaluation of proposals by review committees, act as liaison to committee members. Ensure that program policies and procedures are being followed throughout the review process; an unassailable review process is critical to the grant programs’ success. Act as expert resource for review committee members when questions arise regarding review process. Ensure avoidance of any conflicts of interest in the review process.
• Synthesize review committee results for advisory board review and approval
• Administer honoraria payments to review committee members
• Communicate results to grant applicants and respond to inquiries regarding funding determinations
• Determine any special terms and conditions that need to be added to any awards in addition to normal T&Cs
• Create and update annually progress and final report formats
• Ensure progress and final reports are completed, coordinating deadlines and follow-up on behalf of PI. Coordinate grant close out and record retention of final reports.
• Coordinate advisory board review of progress reports on multi-year awards
• Summarize and recommend approval or denial of rebudget requests or no-cost extension requests, etc. to the PI/ Advisory Board
• Draft and send communications on behalf of the advisory board to grant recipients, including but not limited to, funding letters, re-budgeting letters, no-cost extensions, etc.
• For certain grant programs, ensure grant awards have proper regulatory protocols in place prior to releasing funds, interpret regulations and guidelines to ensure adherence
• Develop and maintain program databases, communications, and award files
• Develop and publish outcomes analytics and reports for internal and external audiences, including multi-year trend analysis. Audiences include executive leadership at UMN and Mayo Clinic as well as community groups and the state legislature.
• Coordinate annual events with all stakeholders, including researchers who will share posters, speakers, legislators, etc.
• Assist with bi-annual audit, as needed
• Write / update policies and procedures related to the grant programs administered by OACA
Communications (20%):
• Maintain related UMN or contractor supported websites
• Use discretion and tact in communications regarding all awards
• Serve as a primary contact with any program associated stakeholders
• Maintain communication with grant recipients from point of award to all reporting requirements (i.e. track project timelines, process extension requests, & reporting outcomes)
• Outreach coordinator: answer inquiries generated to any of the grant program website contacts
• Coordinate/staff advisory and grant review meetings
• Maintain instructions for grant submissions and progress reports for each type of award
• Train on and effectively use RedCAP and/or other system tools that support grant program application submissions, project outcomes, and proposal reviews
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