Western Washington University (WWU) is a Primarily Undergraduate Serving Institution (PUI) and Emerging Research Institution seeking a Grant and Contract Coordinator to support our growing research community. The ideal candidate is a collaborative individual with strong interpersonal skills who is comfortable with leveraging technology to strengthen the infrastructure of pre-award services within an academic setting. The position is eligible for hybrid-remote work and includes office space on the main campus in Bellingham, WA. Please note that WWU currently requires employees to reside in the State of Washington. The position offers a salary of $4,117 - $5,399/month depending on qualifications and experience.
Apply here! Application review begins June 21, 2023
About the University
Western Washington University, with over 16,000 students in seven colleges and the Graduate School, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.S. News & World Report rankings.
About the Department
The Office of Research and Sponsored Programs (RSP) supports the nationally-recognized research, scholarly, and creative communities at Western Washington University by providing direction, information, and technical assistance across three areas of expertise: pre-award, post-award, and research compliance. This infrastructure also supports RSP in its work to manage a variety of internal funding opportunities designed to pilot, advance, and disseminate the innovative work of our students and faculty. As a partner to these communities, we seek to provide the leadership, administrative structure, and consultive services needed to make a positive impact through research, scholarly, and creative activity. Learn more at Home | Research and Sponsored Programs | Western Washington University (wwu.edu), Research | Western Washington University (wwu.edu) and Gaia @ WWU – Medium.
About the Position
Western Washington University (WWU) is a Primarily Undergraduate Serving Institution (PUI) and Emerging Research Institution seeking a Grant and Contract Coordinator to support our growing research community. The ideal candidate is a collaborative individual with strong interpersonal skills who is comfortable with leveraging technology to strengthen the infrastructure of pre-award services within an academic setting.
The Grant and Contract Coordinator primarily assists WWU faculty and staff in the preparation and submission of grant and contract proposals to a variety of federal, state, and regional funding entities, negotiates agreements prior to acceptance, and supports the smooth transition of agreements to post-award for set up and fiscal oversight. This will include coordinating approvals for material transfer, non-disclosure, intellectual property, memoranda of understanding, subawards, subcontracts, and other types of agreements throughout the year.
On a quarterly basis, the Grant and Contract Coordinator works with a team to sustain a robust internal grant program designed to support the research and creative activities of[TG1] WWU faculty and both undergraduate and graduate students. In this role you will support outreach as well as the coordination of the submission process, review of proposals, and distribution of funding.
The Grant and Contract Coordinator role also assists in the development of quarterly and annual reports about research and funding activity to inform internal and external stakeholders.
Approximately 75% of your time will be dedicated to traditional pre-award responsibilities:
- Assist faculty and staff in the effort to seek funding through grants and contracts by providing expertise in funding identification and dissemination, proposal preparation including budget preparation, preparation of required forms and documentation that are part of the grant application required by external funding agencies.
- Coordinate the review process for grant and contract proposals to ensure required approvals are in place. Identify areas of risk and/or concern and provide recommendations for solutions prior to proposal submission. Provide guidance with the interpretation of sponsor guidelines, federal and state laws, and university policies, and procedures. Ensure adherence to policies and guidelines by the university and respective agencies.
- Track proposals from notice of intent to apply through submission. Respond to and follow through with inquiries, needs, and/or issues in a prompt and responsive manner. Use systems of record to enter data about proposals and ensure accuracy of reports.
- Maintain up-to-date knowledge of sponsor submission systems, guidelines, and terms and conditions as well as institutional policies related to allowability, reasonableness, consistency, and reporting.
- Coordinate the negotiation and establishment of terms and conditions of grants and contracts prior to acceptance of agreements. Serve as the liaison between partnering agencies and the university under general direction. Use systems of record to coordinate review and obtain approvals.
- Assist in the development of quarterly and annual reports about research and funding activity to inform internal and external stakeholders.
Approximately 15% of your time will support an internal grant program managed by the Research and Sponsored Programs Office. As part of a team, you will:
· Develop, communicate, and maintain process for the submission, review, and approval of proposals, to ensure diversity in applicants.
· Support grant selection committees with budgetary and program guideline information, including training resources for reviewing applications.
· Provide information and guidance to prospective applicants.
· Assist in screening for eligibility and other criteria and communicating with applicants about the status of their proposals.
· Maintain records of grant applications and awards.
· Distribute funding, review and track expenditures, and reconcile budgets.
· Prepare reports on internal grant programs managed by the Office of Research and Sponsored Programs
The remaining 10% of your time will allow you to respond to miscellaneous opportunities and challenges including, but not limited to:
· Workflow tracking and file maintenance.
· Website and newsletter content development.
· Educational and relationship-building outreach with internal and external stakeholders.
· Participation in training and cross-functional meetings.
Required Qualifications
- Bachelor's Degree or equivalent education and experience
- Two years of experience in grants administration
- Demonstrated commitment to work effectively with a diverse group of internal and external stakeholders
- Documented success in developing federal grant proposals as part of a team
- Experience in project or program development and budgeting
- Excellent skills in written and verbal communication, customer service, relationship building, project management, research and analysis, tact and diplomacy
- Strong computer skills and experience with spreadsheets and electronic grant tracking applications
- Excellent time management and organizational skills
- Ability to complete complex assignments with strict attention to detail
- Ability to self-start and work independently with minimal supervision and with changing priorities and deadlines
Preferred Qualifications
- Two or more years' experience in federal proposal preparation and submission in a higher education setting
- Demonstrated experience with post-award functions
- Familiarity with Banner
- Experience facilitating collaborative proposal development
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Taylor Glennon
Assistant to the Vice Provost for Research & Dean of the Graduate School
Western Washington University
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