Position Title:Grants and Contracts Specialist
Department:Graduate Studies and Research
Reports To:Dean Graduate Studies/Research
Purpose of Position
By reporting directly to the Dean of Graduate Studies & Research, this individual is an integral member of the Office of Sponsored Programs team. Post award administration and accounting for grants and contracts.
Administers Post Award Activities for Grants and Contracts.
- Reviews, analyzes and interprets award documentation to identify potential items that may be a compliance issue; and conducts other reviews as necessary based on the funded program guidelines.
- Facilitates award/contract negotiations.
- Notifies University Administration and works with Marketing Communications regarding awards.
- Ensures compliance in collaboration with the Sponsored Programs Coordinator
- Tracts and monitors programmatic performance of research programs and provides frequent updates.
- Liaison with PI/Project Director and Funding Agency.
- Manages time and effort certifications.
- Assists faculty with activities involving commercialization, intellectual property transfers, patents, copyrights and royalty-bearing license agreements.
- Liaison with TAMU System Office of Technology Commercialization.
- Maintains award information in the OSP database and research website.
- Facilitates no-cost extensions.
- Provides guidance to the PI and study team throughout the life of the grant to ensure compliance with Federal, State, TAMU System and Texas A&M University-Commerce regulations.
- Coordinates on-line report submission.
- Works with the Principal Investigator/Project Director to facilitate progress, annual, and closeout reports in accordance with project reporting requirements.
- Works with the Principal Investigator/Project Director to prepare monthly, quarterly and annual financial reports.
- Facilitates grant and contract closeout procedures and activities.
- Monitors applicable federal regulations for regulatory changes and updates to grants and contracts.
- Generates post doc information, maintains post doc information database and represents the University as Post doc Coordinator.
Administers Accounting Activities:
- Establishes new accounts in the Financial Accounting Management Information System (FAMIS) for sponsored projects.
- Ensures that grand funds are expended in compliance with grantor agency regulations; responsible for budgetary control of grants and contracts. Interacts with outside agencies, internal and independent auditors and financial monitors.
- Administers cash management of all grants and contracts including preparation of reimbursement requests and draw-downs of funds.
- Distributes grant account information to project directors/principal investigators to help them monitor their accounts.
- Provides information on revenues, expenditures, and account balances to university faculty , staff and external agencies.
- Assists in annual audit and annual budget development of grants and contracts. Assists with preparation of audit schedules, financial statements and statistical data related to the annual audit.
- Implements financial policies and procedures fo grants and contracts to ensure compliance with funding agency guidelines.
Coordinates Outreach Services:
- Coordinates and plans outreach and education efforts to foster a culture of post award compliance.
- Provides assistance and support to faculty and staff regarding guidelines and regulations governing grants/contracts.
- Provides training to faculty and staff on management and expenditures of grant funds.
- Assists faculty in determining allow ability of grant expenditures.
- Promotes the well being of the office by cross-training with co-workers, briefing co-workers on current activities, updating computer skills, keeping files up-to-date and problem solving.
Contributes to the effective team management of all relevant problems, issues and opportunities.
This job description shall include, but is not necessarily limited to, the above duties. May temporarily perform other duties assigned to maintain operations and services.
Marginal Functions will vary with the specific assignment and depend on the particular unit or function for which the person is responsible. Consideration will be given on a case by case basis and reassignment of marginal duties will be made when appropriate.
Knowledge & Skill Requirements
Bachelors Degree, eight (8) years of relevant experience will substitute for degree. Requires excellent written, oral and interpersonal communication skills. Accounting experience preferred. Experience in financial reporting systems and research administration preferred. Specific knowledge of federal regulations applicable to research and accounting practices and procedures preferred.
Supervision of Personnel
Student work and Graduate Assistant.