Grants & Contracts Specialist - Sponsored Programs Administration
Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today.
Augusta University - Health Sciences Campus: 1120 15th Street, Augusta, GA 30912
The Division of Sponsored Programs Administration and the Augusta University Research Institute serve as a central unit to coordinate and support Augusta University's Internal and External Sponsored Projects. The Division aims to identify, support, and advance opportunities for research, training, teaching, and scholarly activities by managing the entire lifecycle of sponsored project - from proposal and grant development and submission, to contract preparation, award management, and project close out management. The DSPA seeks to advance extramural support programs for the institution by providing administrative, informational, and logistical assistance to faculty and staff, while ensuring compliance with pertinent policies and regulations of the institution, extramural sponsors, and federal oversight agencies.
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. Additional responsibilities include the creation and, maintenance of electronic and hard-copy files, verification of compliance approvals and the tracking of all research files using the RFID tracking system.
The duties include, but are not limited to:
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.
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. 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 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.
Perform all other related duties/tasks as assigned.
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 (5) years of progressively responsible administrative duties.
Familiarity with web or other internet accessions. Experience in data entry, retrieval, spreadsheets and Access or similar.
Knowledge, Skills, & Abilities
Ability to maintain confidentiality
Excellent interpersonal, written and verbal communication skills
Proficient in Microsoft Office and other computer software/databases
Detail-oriented with strong organizational, prioritization and multi-tasking skills
Shift: Days; Monday - Friday
Pay Grade: 11
Salary: $15.00/hour - $18.21/hour
Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: Until Filled
Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.
Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.
Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!
Conditions of Employment
All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.
All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.
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!
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
To apply, please visit: https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=253787&PostingSeq=1
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