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Grants & Contracts Specialist- Office of Sponsored Programs (In-Person/Hybrid)

  • 1.  Grants & Contracts Specialist- Office of Sponsored Programs (In-Person/Hybrid)

    Posted 11-16-2021 14:23

    Hello Research Administration Family,


    We are looking to grow our office and this is a great opportunity for someone new to research administration.


    Please consider applying.




    Grants & Contracts Specialist- Office of Sponsored Programs



    JOB SUMMARY/ESSENTIAL JOB FUNCTIONS: Under the direction of the Assistant Director of Operations-OSP, this position provides general administrative office support and assists staff and faculty in the preparation and internal routing  processes for grants and contracts, facilitates the approval of UTHSC research contracts; ensures that data entered into the Cayuse (grants and contracts) database is up-to-date and accurate; tracks and coordinates documents with internal and external clients; and processes various financial transactions for the office using the general ledger (IRIS). Responsible for the quality of the data entered into Cayuse and other systems of record.





    Ensures all processes related to handling grants and contracts are followed appropriately.

    Reviews all required documents related to each grant and contract to determines: 1) if the information entered is correct, and 2) that the uploaded files related to each grant and contract are correct; 3)correspond with the principal investigator and/or  department personnel to obtain additional information and/or documentation to ensure that the research record is accurate and complete .

    Oversee the quality control of data entered into systems of record, including Cayuse. Runs reports, as requested.

    Verify that electronic files are complete and ensures required compliance approvals are in place: IRB, IACUC, CoI training, and other approval as applicable for each grant and/or contract..

    Coordinate and supports post-doctoral fellows, faculty, and staff who request assistance with proposal preparation.

    Prepares grant and contract budgets and other non-programmatic/scientific components for proposals (i.e. biographical sketches, letters of support, subcontract documents, facilities and resources, current and pending support, et cetera).

    Identify and help resolve issues related to proposal submissions in collaboration with the pre-award team and the research contracts team, Department Administrators, and other key resources.

    Act and a resource for faculty and staff in the identification of other offices and resources available to them within the University who can provide assistance on various needs related to research administration.

    Monitor and reports on timelines and follow-ups with individuals, as needed.

    Schedule meetings and provide access to the office/conference rooms, emails/routes documents for signature, and initiates housekeeping and maintenance requests/repairs.

    Orders supplies, manages the monthly P-card reconciliation, and makes travel arrangements for staff, as needed.

    Works on special projects as assigned by the AVCR.

    Performs other related duties as assigned.






    EXPERIENCE: Three (3) years of related professional, administrative experience. (Experience in research-intensive university or academic medical center preferred). (Grants management experience and knowledge of Cayuse or other electronic grants management systems is strongly preferred).




    Knowledge and familiarity with University policies pertaining to travel and the use of funds, as well as other policies related to research administration.

    Ability to provide general office support.

    Ability to use Microsoft suite applications: Excel, Microsoft Word, SharePoint, and PowerPoint.

    Ability to become an expert user of financial and research administration systems such as: Cayuse and IRIS. 

    Excellent ability to pay keen attention to details and to deadlines.

    Ability to provide outstanding customer service and to manage changing priorities in a fast paced, deadline driven, and team-oriented environment.

    Demonstrated ability to organize and prioritize deadline driven work

    Excellent written and verbal communication skills.

    Ability to exhibit an engaged and responsible attitude and possesses the ability to work effectively with both faculty and staff members.

    Demonstrated skills to include analytical/critical thinking, planning, organizing, attention to detail and accuracy, excellent follow-through and ability to anticipate needs of the research community, including external sponsors.

    Diana Ehrlich
    Assistant Director of Operations
    University of Tennessee Health Science Center