Grant Administrator - Research Administration

About this role

Department: RI Sponsored Programs Administration (SPA) ----- Contracts Department Position Title: Grant Administrator - Research Administration Job Family Group: Professional Staff Job Description Summary: The Grants Administrator position is responsible for providing support to the Sponsored Programs Administration (SPA) contracts team for non-industry sponsored research agreements, with a focus on federal, state, foundation, and nonprofit funding. This role functions as operational support for contracts and subawards, managing complex workflows while supporting team efficiency through inbox triage, guidance, and mentoring. The position requires a high level of independence, institutional knowledge, and professional judgment. The position will also have responsibility for drafting and reviewing incoming and outgoing agreements for sponsored research. The individual in this position is expected to work closely with faculty, research administrators, other SPA Grant Administrators, and external partners to accomplish the goals of the unit and the organization. Job Description: Key Roles and Responsibilities: • Interface with administrators, principal investigators, and research staff on the numerous issues related to sub-awards/sub-contracts, sponsored research agreements, budget revisions, and interpretation of rules and regulations.

• Maintain contract records in the contracts management database (Huron Research Suite) as well as the financial management system (Workday).

• Help maintain an effective records management system, including computerized databases, logging systems, and data retention.

• Assist with triage of the shared team inbox, prioritizing requests, and ensuring timely, accurate responses.

• Draft and approve responses to complex or sensitive inquiries, ensuring consistent messaging and institutional alignment.

• Track recurring issues and recommend process improvements to enhance efficiency and service delivery.

• Contribute to the development or refinement of standard operating procedures, job aids, and training materials.

• Support continuity of operations by providing backup coverage and institutional knowledge as needed.

• Review incoming subawards, sponsored research agreements, and amendments from other agencies by analyzing and interpreting the terms; negotiating with sponsors to ensure terms are acceptable to the University, assisting faculty with budget review; completing any necessary subrecipient commitment forms; ensure completeness of all required documents and full Facilities and Administration (F&A) rates; confirm any necessary administrative approvals have been obtained.

• Draft and execute outgoing subawards and contract amendments by working with faculty to identify the needs of the subrecipient, reviewing the budget, verifying and including F&A rates in the subrecipient budget, determining which terms are necessary, and negotiating with the subrecipient.

• Verify compliance with human subjects, vertebrate animal care and use, financial conflict of interest, as well as agency and University guidelines on incoming and outgoing agreements.

• Work with the KUMC Research Contracts Office and/or KUMC General Counsel on non-standard terms, or problem clauses, such as those related to indemnification, export controls, warranties and penalties.

• Work directly with faculty, research administrators, collaborating institutions, and sponsoring agencies in the execution of agreements. This includes interpreting regulations and guidelines of multiple programs funding with detailed and complex guidelines for spending from a broad array of sponsors.

• Serves as the point of contract for external collaborators for contract issues.

• Gain a high degree of proficiency with Federal Demonstration Partnership (FDP) templates and guidelines, as well as NIH, NSF, NASA, DOD and other funding agencies’ guidelines.

• Ensure compliance with OMB Guidance, 2 CFR 200, especially Subrecipient Monitoring Risk Assessment.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Work Experience: • 4 years of relevant research or grant administrative experience. Education may be substituted for experience on a year for year basis.

• Experience with MS Excel for financial reporting and spreadsheet development.

Preferred Qualifications

Education: • Bachelor’s degree in a relevant field of study (accounting, business or life sciences).

Work Experience: • Experience working in an academic setting with working knowledge of higher education institutional sponsored projects and accounting procedures.

• Experience with Federal and non-federal regulations and policies relating to sponsored research including Uniform Guidance.

Skills • Analytical thinking skills

• Problem-solving skills

• Communication skills

Required Documents Resume Cover Letter

Comprehensive Benefits Package: Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement prog

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