Description

Job Description

The Institute of Human Virology (IHV) is currently recruiting for a Senior Grants and Contract Specialist, Grants and Contract Specialist, or Grants and Contract Coordinator. This position will provide expertise and support in the coordination and administration of grants and contracts from pre-award submission to closeout with a focus on pre- and post-award administration and compliance. This specialist will provide services that include full life cycle grant administration and interpretation of complex federal, state, and corporate contracts and grant agreements. They will ensure that proposed terms and conditions are in compliance with applicable laws and do not conflict with existing commitments. They will oversee post-award reporting, administrative actions, and sub-award monitoring.

Benefits (Exempt Regular):

UMB offers a comprehensive benefits package that prioritizes wellness, work/life balance, and professional development, along with additional exciting perks that employees can take advantage of. This position participates in a retirement program (pension or optional retirement plan/ORP) that must be selected and is effective on your date of hire. Exempt regular staff receive a generous PAID leave package that includes over 4 weeks of vacation accrued each year, 15 paid holidays, 3 personal leave, unlimited accrual of sick time, and comprehensive health insurance; professional learning and development programs; tuition remission for employees and their dependents at any University System of Maryland school; and flexible work schedules and teleworking options (if applicable per job).

UMB is a public university and constituent institution of the University System of Maryland. All employees are expected to work primarily physically within the State of Maryland.

Primary Duties:

Senior Grants and Contract Specialist

• Prepares grant and contract budget and application. Finalizes documents for submission. Validates proposal errors and/or warnings. Knowledgeable in all funding mechanisms and interpretations of federal, state, University, sponsor policies, regulations, and requirements to ensure compliance and adherence to those policies.
• Provides consultation, advice, and directions to all level staff and faculty regarding grant and/or contracting issue resolution.
• Translates program requirements into contract terms in consultation with principal investigator (PI) and management. Identifies, develops, and ensures contract requirements contain quantifiable specification and measurable performance criteria. Validates the performance criteria will meet the requirements. Ensure all results are completed and submitted to sponsor.
• Reviews sponsor guidelines and request for proposals, interpret and communicate compliance and eligibility information to research faculty and staff. Seeks information to obtain better understanding of processes. Identifies inconsistencies in process and develops suggestions for improvements to ensure higher quality processes in conjunction with the Office of Research of Development (ORD) and Sponsored Programs Administration (SPA).
• Maintains all close documentation for the department and the sub awards. Seeks approvals for invention statement and publications have been completed in ERA commons.
• Interprets data for the purpose of determining past financial performance to develop and prepare financial reports for financial analysis, forecasting, and trending. Devises financial reporting tools and reports. Recommends overall adjustments in effort allocation and spending across investigator portfolio. Provides PI and management with ad hoc reports in support of strategic plan.
• Develops safeguards to ensure the integrity of grant administration or contracts and protects the University from financial losses. Ensures sub-awards are also in compliance with terms and conditions of the award.
• Identifies issues and resolves independently. Anticipates roadblocks and able to independently resolve proactively.
• Develops evaluation criteria for review of grant and contract applications. Reviews and interprets funding agency guidelines and regulations and advises faculty as to policies and procedures of those agencies as well as those of the state and University.
• Develops timeline to meet submission deadlines and checklist of required documents and independently adjusts timeline to adapt to change. Adhere to set timelines.
• Independently prioritizes processes to ensure timelines are met.
• Provides guidance on staffing and budgetary requirements. Reviews and maintains documentation related to cost transfers, requests for expenditures, effort reporting, budget revisions, and fund statements. Coordinates invoicing, accounts receivable, and deposits in the financial system and ensures payments are applied correctly.
• Anticipates spending to ensure contract funds are fully utilized during the period of performance.
• Interacts directly with designated sponsor representatives to clarify ambiguous terms and conditions, and to request supplemental funding, no cost extensions, and other administrative requests.
• Identifies future funding opportunities and work with PI to identify research components.
• Acts as point of contact for all UMB parties and sponsors involved in the negotiation process.
• Maintains, identifies, and resolves any delinquent trainings, conflict of interest, and any other institutional compliance requirements.
• May provide work coordination or oversight of others.
• Performs other duties as assigned.

OR

Grants and Contract Specialist

• Provides contract and grant preparation review to understand requirements for the application process. Prepares guidelines for the submission. Provides the groundwork for the application required documents. Works with management to identify priorities of gathering and processing documents and develops contract requirements containing quantifiable specifications and measurable performance criteria. Reviews application forms, contract templates, correspondence, and selected agreements for appropriate presentation of compliance information. Develops timeline to meet submission deadlines and checklist of required documents. Generates required documents checklist for grant application.
• Acts as point of contact and develop relationships with UMB parties, sponsor, and sub-contractors to ensure the contract or grant short- and long-term milestones are met.
• Safeguards the integrity of the grant or contract administration.
• Navigates the Subcontract process through university systems and provides groundwork to partners to ensure partnership is in compliance with university standards.
• Collaborates with the country program director, principal investigators, and global project management teams to address post award actions required by the university and sponsor agencies. Interprets and applies Federal, State, and sponsor guidelines and requirements.
• Reconciles budget based on approved budget by sponsor. Provides current and historical budget data to project expenditures and forecast income. Works with staff on identified potential ledger variances.
• Prepares and reviews financial status reports and invoices. Organize the close out procedures with Faculty. Sets timelines to have the documents complete. Reviews final closeout.
• Ensure all results are completed and submitted to sponsor. Identifies and assists in issue resolution and escalates as needed.
• Acts as point of contact and advised PI on all financial transactions, such as travel, purchasing, or subcontracting.
• Interprets and applies Federal, State, and sponsors guidelines and requirements.
• Reviews applications for funding and process. Prepares grant and contract budget and application in line with university and federal policy.
• Maintains and tracks required training documents and ensures all parties are in compliance with regulations.
• Performs other duties as assigned.

OR

Contracts and Grants Coordinator

• Adheres to and understands policy and annual project plan as described by advance team members. Maintains an understanding of the portfolio planning and development.
• Follows prescribed application steps to collect and provide principal investigator all application forms and assist in final preparation of grants and contracts applications or proposals. Reviews terms and conditions of simple grant/contract and seek clarifying questions, as necessary. Develops and prepares close out checklist for faculty and staff based on terms and conditions of an award.
• Maintains and ensures comprehension of current Federal, State, and sponsors guidelines and requirements. Assists in development of guidelines or contract applications or proposals. Review RFA for administrative requirements.
• Obtains approval from principal investigator (PI) and accurately enters requisition requests into financial system. Maintains sponsored program systems are in line with Notice of Awards and Sub Awards. Ensures all results are completed and submitted to sponsor under prescribed timelines and deadlines. Tracks and follows up for the completion of purchase order for subcontract.
• Develop relationships with UMB parties, sponsors, and sub-contractors to ensure the contract or grant short- and long-term goals are met. Maintains and tracks required training documents and ensure all parties are in compliance with regulations.

Qualifications:

Senior Grants and Contract Specialist

Education: Bachelor's degree. Master's degree preferred.

Experience: Five (5) years of directly related contract, grant, or research administration.

Other: Financial disclosure reporting required by State of Maryland Ethics Committee.

Related experience may be substituted for education.

Completion of a 12 credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

OR

Grants and Contract Specialist

Education: Bachelor's degree

Experience: Three (3) years of accounting, budget, contract, grant, or research administration experience.

Other: Financial disclosure reporting required by State of Maryland Ethics Commission.

Related experience may be substituted for education.

Completion of a 12 credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

OR

Contracts and Grants Coordinator

Education: Bachelor's degree

Experience: One (1) year of directly related accounting, budget, contract, grant, or research administration or coordination

Other: Financial disclosure reporting required by State of Maryland Ethics Commission.

Related experience may be substituted for education.

Completion of a 12 credit Research Administration graduate certificate program can be considered for the equivalent of one (1) year of relevant research administration work experience.

Knowledge, Skills, Abilities:

Knowledge of position requirements. Knowledge of all applicable requirements, regulations, and laws. Skill in effective use of applicable technology/systems. Ability to effectively communicate both verbal and written thoughts, ideas, and facts. Ability to work cooperatively with others and independently. Ability to demonstrate, understand, apply, and adhere to the UMB Core Values of Respect and Integrity, Well-being and Sustainability, Equity and Justice, and Innovation and Discovery.

Hiring Ranges: Commensurate with education and experience

Senior C&G Specialist: $90,000 - $100,000

C&G Specialist: $77,000 - $86,000

C&G Coordinator: $59,000 - $66,000

UMB is committed to cultivating a diverse and inclusive workforce and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, ancestry or national origin, sex, pregnancy or related conditions, sexual orientation, gender identity or expression, genetic information, physical or mental disability, marital status, protected veteran's status, or any other legally protected classification.

If you anticipate needing a reasonable accommodation for a disability under the Americans With Disabilities Act (ADA), during any part of the employment process, please submit a UMB Job Applicant Accommodation Request . You may also contact HRDiversity@umaryland.edu . Please note that only inquiries concerning an ADA request for reasonable accommodation will be responded to from this email address.

The University of Maryland, Baltimore prohibits sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. Read the UMB Notice of Non-Discrimination for more information.