"Grant and Contract Administrator III"

Position Highlights

The College of Information Science invites applications for the position of Grant and Contract Administrator III. The Grant and Contract Administrator is responsible for managing the full lifecycle of sponsored research projects, including pre-award proposal development, post-award financial oversight, compliance monitoring and providing expert guidance to PI staff. The Administrator proactively contributes to the organization's mission, securing vital resources, and ensuring the efficient and compliant use of resources to achieve meaningful impact. This role serves as a liaison between principal investigators, and human resources to facilitate efficient operations.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

• Pre- and Post-Award Administration
  • Prepare and manage complex proposals in UAccess Research (UAR/Kuali) system to ensure a complete package of documents, timely submission to sponsor, and compliance with sponsor guidelines and institutional policies.
  • Submit and track Financial transactions in Kauli Financial system.
  • Establish advance accounts and submit account backstops to ensure continuity of research activities.
  • Manage the development of (and implement use of) an award tracking system to monitor changes in spending and hiring plans in coordination with the research team.
  • Ensure timely post-award reporting among Principal Investigators (PI), keeping deliverables on time and aligned with sponsor requirements.
• Financial Management & Reporting
  • Track multiple types of financial activity on sponsored projects, including payroll.
  • Report expenditures and project milestones by preparing and scheduling the distribution of monthly budget reports for PIs in system.
  • Track personnel funding across multiple accounts, in consultation with project PIs.
  • Set up supplemental compensation positions for summer research, report and monitor time.
  • Develop proposal budgets and write budget justifications in coordination with PIs, and facilitate adherence to budget commitments.
• Compliance & Regulatory Oversight
  • Monitor sponsor/FOA compliance and adherence to Uniform Guidance (2 CFR Part 200).
  • Ensure compliance and reporting requirements with federal or private sponsor regulations and university policies (conflict of interest, export control) related to foreign collaborations.
• Staff Coordination and Support
  • Assist HR representatives with hiring documents for project personnel.
  • Conduct Restricted Party Screening using Descartes Visual Compliance system.
  • Coordinate and manage time for research employees.
  • Lead, communicate with, and guide staff through complex proposal developments, requirements, and policy and procedure interpretation.
  • Answer questions related to budgets, award terms, sponsor requirements, and regulations, etc.
  • Cultivate long-term relationships with funding partners.
• Proposal Development & Submission
  • Read solicitations to identify pertinent requirements for each funding opportunity and translate those details for PIs applying for funding.
  • Prepare required documents like Current & Pending lists, Facilities Plans, biosketches, and other required proposal documents in coordination with PIs.

Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills.
• Significant attention to detail.
• Proactive, solutions-oriented mindset with strong critical thinking skills.
• Skilled in organizing complex projects, meeting deadlines, and prioritizing tasks in a fast-paced environment.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams) and Adobe Acrobat.
• Familiarity with financial principles and reporting.
• Ability to negotiate terms and conditions with sponsors.
• Ability to collaborate effectively with internal and external stakeholders.

Minimum Qualifications

Bachelor's degree or equivalent advanced learning attained through professional level experience required. Minimum of 5 years of relevant work experience, or equivalent combination of education and work experience.

Preferred Qualifications

Three years of grant management experience (pre-award and/or post-award). Experience preparing detailed budgets in Excel and completing federal budget forms, such as the R&R and SF 424A. Experience with document formatting software such as LaTeX/Overleaf.

FLSA: Exempt Full Time/Part Time: Full Time Number of Hours Worked per Week: 40 Job FTE: 1.0 Work Calendar: Fiscal Job Category: Research Benefits Eligible: Yes - Full Benefits Rate of Pay: DOE Compensation Type: salary at 1.0 full-time equivalency (FTE) Grade: 9

Career Stream and Level: PC3 Job Family: Grant & Contract Admin Job Function: Research