Grants and Contracts Coordinator

Grants and Contracts Coordinator Bookmark this Posting | Print Preview | Apply for this Job Please see Special Instructions for more details.
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.
e.
posting specific question responses, transcripts, etc.
Your profile MUST clearly show how you meet the minimum/required qualifications for the position.
Resumes are NOT accepted at the application stage for this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Heather Toro at Heather.
Toro@oregonstat.
edu OSU commits to inclusive excellence by advancing equity and diversity in all that we do.
We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring.
We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system.
This job has “critical or security-sensitive” responsibilities.
If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.
).
Background check results do not automatically disqualify a candidate.
Take a look at our Background Checks website including the for candidates section for more details.
If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.
relations@oregonstate.
edu Position Details Position Information Department VP for Research (RIP) Classification Title Grants/Contracts Coordinator Job Title Grants and Contracts Coordinator Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Yes Employment Category Regular Job Summary This recruitment will be used to fill one full-time Grants and Contracts Coordinator position for the VP for Research at Oregon State University (OSU).
This position reports to the Managing Grant Accountant and works closely with personnel across all teams in OSRAA, other Research Office units such as the Office of Research Integrity and OSU Advantage, the Office of Procurement, Contracts & Materials Management, and other campus personnel involved in post-award management within business centers, colleges, centers, and departments.
Regular interactions are required with researchers, university administration and external agency officials within complex institutional settings.
In addition, the incumbent is expected to provide excellent customer service and assistance to OSU’s faculty with a positive, partnership focused approach.
This position, with supervisor and/or director approval, is open to telecommuting and remote work utilizing online team collaboration tools.
To be successful in this role the incumbent must: Ensure high standards of accuracy and precision and be highly organized.
Be articulate with excellent verbal and written communication skills.
Be results oriented, with demonstrated ability to problem solve.
Have the ability to build and maintain collaborative relationships across a wide stakeholder group.
Have the ability to prioritize workload and proactively manage expectations in relation to agreed deliverables, even when faced with competing priorities.
Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers.
We don’t wait for challenges to present themselves — we seek them out and take them on.
We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard.
We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS: • Top 1.
4% university in the world • More research funding than all public universities in Oregon combined • 1 of 3 land, sea, space and sun grant universities in the U.
S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties • 7 cultural resource centers that offer education, celebration and belonging for everyone • 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates • 35k+ students including more than 2.
3k international students and 10k students of color • 217k+ alumni worldwide • For more interesting facts about OSU visit: https://oregonstate.
edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns.
Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country.
Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package: Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including: • Medical, Dental, Vision and Basic Life.
OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities Central to all position responsibilities is the capacity to anticipate and communicate developing problems and recommend timely solutions that offer minimum disruption to project progress.
The incumbent must work closely with others to facilitate timely and accurate financial reporting, draw-down of funds, submission of deadline-driven deliverables, resolution of sensitive or complex policy, financial and administrative issues.
50% Accounting and Reporting Determine proper billing and reporting procedures, cost share and program income requirements, cost allowance, and appropriate budget use for assigned sponsored projects.
Advise principal investigators, business centers, and OSU stakeholders of the allowances and/or restrictions of the award.
Monitor and track that revenue and expense transactions are correctly and appropriately posted.
Work proactively to avoid problems and/or identify issues and work with others to resolve any issues in a timely manner.
Carry out financial close out procedures and Banner adjustments to balance and/or close out program phases and/or overall projects in Banner FIS.
Utilize various system reports and tools to prepare quarterly, annual, closing, and other required reports.
Prepare financial reports, invoices, and other required deliverables to meet the requirements of grant and contract terms and conditions.
This includes ensuring that submitted reports and invoices are in compliance with sponsor agency, state and/or federal format and documentation requirements.
Engage the PI and other OSU staff when they need to provide information and/or documents as part of the sponsor’s reporting requirements.
Maintain detailed records, reconciliations, and other documentation for appropriate audit trail.
Evaluate requirements of each award to ensure cost-share, program income, property, patent/invention and any other reporting requirements are met for a diverse portfolio of grants and contracts.
Analyze grant/contract expenditures for validity and allowability in relationship to the award and approved budget.
Advise business center, PI or other staff regarding needed corrections and cost allocation.
Ensure expenditure compliance over the duration of the award period.
Communicate guidance and recommendations to principal investigators and business center staff to prevent out of balance or compliance situations in project budgets and/or accounting.
Work closely with PIs and other staff to facilitate timely and accurate financial reporting, draw-down of funds, project closeout and other deadline-driven deliverables.
40% – Grant/Contract Administration Provide consultation, advice, and direction regarding grant and/or contract issues and methods which will best meet requirements and award objectives.
This includes review of grant and contract language for specific terms and conditions of awards and serving as a guidance and information resource to principal investigators (PIs), program/project staff, and other OSU research administrators.
Confer with external funding agencies to clarify sponsor, state and/or federal rules and guidelines related to the financial management of grants and contracts.
Analyze, interpret and communicate financial and deliverable compliance requirements to PIs and OSU staff as necessary.
Ensure integrity and conformance to applicable standards of grant/contract implementation, execution, and closing to minimize risk of financial loss and/or audit irregularities.
Identify and resolve problems, assure appropriate and timely correction of grant and/or contract fiscal compliance issues.
Respond to requests for information from sponsor agencies, including governmental entities.
Serve as a guidance and consultation resource for PIs and other OSU staff regarding fiscal policy for grants and contracts.
This includes clarification of OSU policy as it applies to grants and contracts, and applying the rules and regulations for sponsor agency, state and federal regulation, such as Uniform Guidance.
Monitor incoming requests and provide timely response to PI, OSU staff, and sponsor agency inquiries.
Collaborate as part of an assigned grant/contract lifecycle team in OSRAA to provide guidance and support to PIs regarding the accounting, reporting, and fiscal compliance for grants and contracts.
This includes utilizing, interpreting, and clearly communicating OSU, state, federal and sponsor agency guidelines and resources to resolve a variety of grant and contract issues.
10% – Support of special projects as assigned This position will be engaged with special projects including, but not limited to: participation in sponsor, agency, or other program audits; evaluation and analysis of fiscal processes for improvement; fiscal year end closing activities related to grants and contracts.
Understand business processes in the support of the daily management of grants and contracts and identify where process improvements are needed.
What We Require Two years of grant/contract coordination experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating and administering public or private service contracts; AND A Bachelor’s degree in Business Administration with major courses in Accounting, Finance, or a related field.
Three additional years of the above experience may substitute for the degree requirement.
Some positions may also require experience locating sources of available grant funds and developing programs that qualify for those funds.
What You Will Need A demonstrable commitment to promoting and enhancing diversity.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq.
Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have Strong analytical skills Strong written and oral communication skills.
Ability to manage multiple projects/activities, problem solve, and make effective decisions.
Ability to work independently and in a team environment.
Knowledge of GAAP, Cost Accounting Standards and governmental or fund accounting.
Knowledge and expertise in interpreting regulations, applying regulations to sponsored or other programs, and conveying the information verbally and in writing Experience problem-solving within a complex sponsor, state, or federal regulatory environment Experience working with large and/or complex financial accounting systems Proficiency in Excel, including ability to design clear and adaptable spreadsheets.
Working Conditions / Work Schedule This position, with supervisor and/or director approval, is open to telecommuting and remote work utilizing on-line team collaboration tools.
Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $22.
62 Max Salary $34.
57 Link to Position Description https://jobs.
oregonstate.
edu/position_descriptions/53619 Posting Detail Information Posting Number P04713CT Number of Vacancies 1 Anticipated Appointment Begin Date 05/13/2024 Anticipated Appointment End Date Posting Date 03/14/2024 Full Consideration Date Closing Date 04/15/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.
e.
posting specific question responses, transcripts, etc.
Your profile MUST clearly show how you meet the minimum/required qualifications for the position.
Resumes are NOT accepted at the application stage for this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Heather Toro at Heather.
Toro@oregonstat.
edu OSU commits to inclusive excellence by advancing equity and diversity in all that we do.
We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
OSU is a fair chance employer committed to inclusive hiring.
We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system.
This job has “critical or security-sensitive” responsibilities.
If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.
).
Background check results do not automatically disqualify a candidate.
Take a look at our Background Checks website including the for candidates section for more details.
If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.
relations@oregonstate.
edu Supplemental Questions