The Contract and Grant Administrator (“GA”) serves as a contract and grant expert in the central sponsored projects office. Primary duties include review and submission of extramural proposals for research, public service, and training; negotiation of contract and grant awards; and the negotiation, issuance, and oversight of subawards to other legal entities. Incumbents also serve as institutional experts in the area of business and industry sponsored projects; and participate in institution-wide or department-wide research administration initiatives.
GAs review proposal and award terms and decide if those terms are acceptable, or if they require negotiation, or if they require review by a third party (e.g., General Counsel). Some latitude is available to the GA to determine the need for input by others and to decide what guidance should be passed along internally to ensure the project is managed successfully. Subjective judgment is required based on the risks imposed by the type of funding source, the type of project, the degree of sophistication of the academic unit running the project and any third parties involved in carrying out, the experience of the PI, and current national audit and review climate related to research.
AWARDS (60%) Negotiate terms and conditions of incoming awards and subawards with sponsors to determine the adequacy and acceptability of terms and conditions for the University. Work with sponsor legal counsel and contracting officers, and principal investigators, Office of the General Counsel, research associate deans, other University business offices to devise or alter terms as needed to minimize administrative burden, ensure proper costing and adherence to University policies while ensuring positive relationships with sponsoring agencies.
Understand and apply wide-range of University policy and procedures related to research/sponsored projects.
Using various electronic systems, establish the award in the University’s financial system and in databases tracking contract and grant activity. Summarize terms and conditions to accurately reflect the parameters of the award and to provide proper notifications to principal investigators and various university business offices.
Interpret federal, state and sponsor terms and conditions and reconcile with applicable University policy and procedure to provide proper internal guidance to investigators, senior research officials and staff. Review mid-life cycle requests for prior approval, additional funding, or other needed changes on behalf of the University.
Assist faculty and staff in resolution of issues or problems that arise during project performance.
Negotiate and issue subawards.
Resolve issues or concerns identified by the sponsor or the investigator.
PROPOSAL (20%) Review agency proposal guidelines, Requests for Proposals (contracts), and Broad Agency Announcements and compare agency requirements to proposals submitted for review and endorsement. Notify investigators and departments of errors. Exercise subjective judgment about which errors require correction prior to institutional endorsement.
Submit the proposal using a wide variety of sponsor electronic and manual systems (after endorsement).
Respond to questions and issues that arise from sponsor or the investigator prior to award (reduced budgets, budget negotiations with sponsor, questions about adherence to terms, potential terms and conditions imposed by sponsors, etc.)
Review pre-award spending requests to determine if sponsor will permit expenditures prior to execution of an award; advise departments accurately about risks.
SUBAWARDS (10%) Perform A-133 audit review and perform risk assessment of proposed subrecipients to ensure their financial adequacy as required under OMB Circular A-133/s CFR 200.
Issue management decisions as required under OMB Circular A-133/2 CFR 200.
Review scope of work and project parameters to determine the best contracting mechanism to acquire the services of the proposed subrecipient and to ensure that sponsor prior approvals (if any) are obtained.
Ascertain applicability and ensure accurate flow down of the terms and conditions of prime awards to the proposed subrecipient, adjusting requirements as needed to fulfill principal investigator and institutional requirements and imposing terms necessary to adequately manage institutional risk. Negotiate subawards with proposed subrecipients; modify such subawards over time to change funding, period of performance, work scope, reporting obligations; intellectual property or data right obligations, termination and payment terms, indemnification, or other parameters as needed to ensure that the University will be able to fulfill its obligations to our prime sponsors.
Interpret federal and other sponsor requirements for principal investigators, university staff, and subrecipients.
Ascertain when and how prime sponsor prior approvals are required and ensure that such approvals are obtained.
Ensure that compliance obligations (e.g., human subjects, animal subjects, export controls, intellectual property, etc.) are properly fulfilled.
Ensure that the University is able to timely meet its reporting obligations under the Federal Funding Accountability and Transparency Act.
Authorize payments for subrecipients after verification that progress meets the needs of principal investigators and costs are appropriate under the sponsor’s terms.
Monitor progress to determine if terms and conditions require adjustment or if award requires early termination for non-performance.
Ensure proper and timely closeout of subawards to meet sponsor requirements.
SPECIAL INITIATIVES & TRAINING (10%) Engage in personal, departmental, institutional, or regional/national training opportunities, regulatory reviews, conferences, and other learning opportunities (webinars, staff meetings, classes, etc.) to expand skills and to stay current on the regulatory environment.
Engage in one or more institutional or departmental committees or work duties as assigned, such as helping to develop and/or teach courses in the SPECTRUM course series on contract and grant administration; teach for the Sponsored Projects Symposia or specialized SPA training course series; business process improvement initiatives, assist coordinate campus staff, and do 1:1 training for contract and grant administrators as requested to share their own areas of expertise.
This is currently a 100% remote work position; work processes will be digital and paperless. We will provide University-configured equipment and supportive technology tools, but you will be required to have reliable internet access. The degree to which the incumbent will be expected to work on-site will be determined at a future date, once it is safe to do so. The preferences of the incumbent will be considered as a part of that decision.
Expected salary range $52,000 - $56,500 annually.
Bachelor's degree and two years’ experience in a business or administrative setting, or a combination of education and relevant work experience to equal six years, including experience with computers (MS Office).
Demonstrated skill in problem solving. Demonstrated knowledge of sponsors' fiscal/administrative terms and conditions. Proven excellent written and verbal communication skills. Demonstrated ability to work in a team setting under tight deadlines. Proven ability to prioritize workload. Demonstrated ability to interact with people of all responsibility levels within the U of M and funding agencies. Experience in and academic setting. Administrative/business experience in a U of M department. Experience using the U of M's computerized accounting system, EFS, using electronic tools and be able to utilize the Track Changes function in Word. Proven ability to train others on use of electronic systems. Two years’ experience with sponsored accounts including a minimum of one-year experience in sponsored projects administration. Potential for career advancement. Demonstrated strong service orientation.
Internal Number: 337928
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.