Job Abstract

Description
The Post Award Grant Specialist will perform the following key duties:
(1) manage the processes for sponsored program award intake and acceptance, handling just-in-time and point-of-award interactions with the sponsor, PI, and associated UTM stakeholders,
(2) identify training needs and design presentations, resource materials, and outreach activities to improve faculty and staff members’ ability to successfully manage grant funding,
(3) conduct individual and group trainings over post award topics such as financial management, fiscal regulations, and compliance,
(4) work closely with PIs, departmental administrators, finance & administration, and other campus stakeholders to support efficient transaction processing, and
(5) assist the ROED Executive Director with other duties as assigned.
The Post Award Grant Specialist works independently in day-to-day operations, with limited oversight provided as needed by the ROED Executive Director when unusual problems/events are encountered and when general policies must be interpreted for a specific situation or when policies do not exist. Decisions include how to most effectively and compellingly communicate post award management requirements, what kinds of information should be presented in trainings and workshop materials, how to assess and improve compliance activities, how to coordinate activities with a variety of internal and external partners, and whether budgetary and programmatic elements of the project are compliant with university, sponsor, and government regulations.

Responsibilities
POST AWARD FINANCIAL ADMINISTRATION AND COMPLIANCE (80%)
• Serve as primary liaison between PIs/PDs and the Office of Research and Sponsored Programs
• Assist the PI/PD in developing budgetary or programmatic adjustments to align with the award terms and conditions and in evaluating allowability of costs based on federal regulations, sponsor terms, fiscal policies, and other guidelines.
• Work with PI/PD, administrative staff, and sponsoring agency to analyze project budgets to create pay funding changes, budget transfers, and budget revisions and amendments.
• Collaborate with departments involved in sponsored project activities to ensure consistent, timely, and accurate financial compliance with university policies and procedures as well as the regulations of federal, state, local, and private sponsors.
• Coordinate with Pre-Award Grant Specialist to analyze award document, proposal elements, project budgets, and award terms and conditions to identify and troubleshoot any discrepancies or potential issues prior to award acceptance.
• Coordinate with Finance and Administration on account requests and identification of key events within the lifecycle of each sponsored program award.
• Coordinate any required execution or processing of award documents and process award following both ORSP internal procedures and enterprise system procedures established by the UT System.
• Assist with origination, negotiation, and execution of UTM subawards payable from sponsored programs and assist departments in monitoring subawards to ensure spending is on-track with budget and the invoices and payments are timely.
• Develop and conduct workshops and training resources to improve faculty and staff members’ ability to successfully manage external grant funds.
• Identify and coordinate with relevant stakeholders, specific to each award, to ensure compliance and communicate award management requirements, such as IRB, IACUC, export control, and other compliance areas that may arise.
• Assist ROED Director in conducting and monitoring compliance activities to mitigate the risk of financial liability that could result from federal, state, and private audits.
• Assist ROED Executive Director in preparing financial reports of sponsored funding for department, college, campus administration, and UT System.
• Assist with IRB and IACUC tracking.

RELATIONSHIP BUILDING AND PROFESSIONAL DEVELOPMENT (20%)
• Foster collaborative relationships with sponsors to facilitate efficient project management from contract execution to closeout.
• Interact with faculty, researchers, departmental accounting staff, department heads, and campus administration to promote, monitor, and train on sponsored project post award issues.
• Serve on various committees to address sponsored project-related issues and participate in professional organizations to stay abreast of industry issues and best practices.
• Participate in professional development related to sponsored programs research administration.

Minimum Qualifications
• Communication skills: Ability to assimilate complex data, convey relevant information in verbal and written form, and provide advice and counsel in a persuasive, encouraging manner.
• Presentation skills: Ability to develop and present information, resources, and trainings effectively.
• Computer skills: Ability to use computer and technological information sources to identify and research information; ability to use software programs including Microsoft Office Suite and Adobe Acrobat to complete attractive, professional-quality presentations and documents; ability to use email to send, receive, and manage information; ability to effectively use a variety of platforms used by sponsors for entering, maintaining, and organizing sponsored projects.
• Interpersonal skills: Ability to work effectively with individuals from a variety of disciplines; ability to persuasively suggest ideas or strategies needed for the successful management of grant projects and proposals; ability to motivate and encourage individuals to comply with all funder & UT Martin requirements in a timely and appropriate manner; ability to apply corrective action when necessary without alienating faculty/staff.
• Reasoning and problem-solving skills: Ability to identify and synthesize strengths (such as collaborative efforts, links between past successes and proposed activities) that will improve program and proposal success. Ability to anticipate / identify potential challenges or issues and develop appropriate corrective actions to avoid or minimize problems. Perseverance & patience to probe and investigate complex, sometimes confusing topics/issues often involving internal & external stakeholders until they are resolved.
• Mathematical abilities: Ability to set up complex calculations required for grant budgets in Excel, ability to accurately calculate salaries, fringe benefits, and facilities/administrative costs using funder- and UT Martin -approved computations.
• Analytical skills: Ability to simultaneously process and synthesize information from multiple, sometimes incongruent sources; ability to make appropriate inferences and deductions and to secure confirmation from appropriate sources, ability to engage in strategic planning and to initiate actions that support strategic plans and goals.
• Bachelor’s degree and a minimum of two years working in an educational, research administration, or non-profit office environment.
• Experience with computerized financial systems
• Must work independently and manage multiple priorities and deadlines

Preferred Qualifications
• Experience in a position dealing with grants and research administration, accounting, and/or compliance is strongly preferred.

Application Process: Qualified applicants must apply online and attach a cover letter and resume
Application Deadline: Applicant review will begin immediately and will continue until a candidate has been identified.
Minimum hiring rate $54,414.09 annually (Market Range 10) - Salary is commensurate with education and experience.
To view Annual Security & Fire Report https://www.utm.edu/offices-and-services/public-safety/_media/2023 UTM ASFSR official.pdf