Grants & Contracts Coordinator

About City of Hope

City of Hope, an innovative biomedical research, treatment and educational institution with over 5,000 employees, is dedicated to the prevention and cure of cancer and other life-threatening diseases and guided by a compassionate, patient-centered philosophy.

Founded in 1913 and headquartered in Duarte, California, City of Hope is a remarkable non-profit institution, where compassion and advanced care go hand-in-hand with excellence in clinical and scientific research. City of Hope is a National Cancer Institute designated Comprehensive Cancer Center and a founding member of the National Comprehensive Cancer Network, an alliance of the nation’s 20 leading cancer centers that develops and institutes standards of care for cancer treatment.

Requisition 13735

Grants & Contracts Coordinator

Position Summary and Key Responsibilities:

The Grants & Contracts Coordinator (GCC) is a vibrant member of a two-person team (the other member being the Sr. Grants and Contracts Administrator) in support of a portfolio of research programs ranging from small to large and complex. Duties include most aspects of pre-award and award management ranging from proposal preparation assistance and submission to providing effective award management to closeout in compliance with all federal, state, sponsor, and COH rules and regulations. The GCC is also responsible for coordinating the timely, day to day flow of work through OSR and maintaining systems and databases of information.

Essential Functions:

  • Continuously develops and maintains a strong working knowledge of federal rules and regulations that govern research grants as well as keeps abreast of sponsor terms and conditions for submitting and administering grant awards.
  • Provides timely, day to day coordination for the Sr. Grant and Contracts Administrator by maintaining and updating proposal and award information in systems and databases, creating and maintaining files, and coordinating/tracking proposal submission, award set up and award closeout. Insures that all team deadlines are met and work is prioritized accordingly.
  • Develops and maintains positive relationships with funding agencies, collaborating organizations, and multiple internal offices to ensure proper and timely grant administration. Provides competent and timely assistance and guidance to department administrators and faculty throughout the life of a research project from proposal to closeout.
  • Develops and maintains a solid understanding of the measures and metrics used to guide the Office of Sponsored Research. Offers suggestions for improving the metrics and takes ownership for updating and maintaining specific assigned metrics.
  • Focuses on the less complex proposals and awards as assigned by the SGCA. Submit proposals and other items to sponsors as needed.
  • Develops and maintains a positive relationship with the assigned SGCA. Train’s under the SGCA to gain a deep knowledge and expertise in Research Administration. Provides support and acts as resource to the rest of the OSR team. May assume responsibility for more complex awards and proposals as training progresses.

Proposal Development:
  • Provides departments with assistance and guidance to complete the administrative components of a proposal by reviewing and understanding the sponsors proposal instructions and associated rules for proposal and grant management. Verifies the budget calculations including cost share along with an accurate budget justification. Insures a complete application that is compliant with the sponsor instructions. Completes the initial review of the final proposal. Alerts Grants and Contracts Officer of any issues, concerns and out of the ordinary requirements relating to the proposal.
  • Tracks pending proposals and due dates and follows up with department or PI as needed through proposal submission.
  • Establishes and maintains eRA commons user ID’s as needed.

Award Set-up, Management, and Closeout:
  • Monitors shared email boxes for all incoming awards, sponsor requests, notices and department requests and questions. Triages all items, addresses items as appropriate or prepares for Grants and Contracts Officer.
  • Thoroughly reviews notices of award and accompanying terms and conditions. Highlights any out of the ordinary requirements or conditions, Updates systems, and prepares email notification to department and PI and initiates the award set up checklist.
  • Completes award set up form for entry into the PeopleSoft system.
  • Works closely with departments, multiple COH offices, funding agencies, and collaborating organizations throughout the grant award to insure appropriate, accurate and compliant award management and to address all requests such as rebudgeting, change of scope, just in time documents, and sponsor inquiries.
  • Initiates the award close out list each month and identifies awards closing vs. awaiting amendments to continue. For those closing, initiates the award close checklist, and works with other COH departments through completion.
  • Maintains paper and electronic award files through archive and destruction.

Subrecipients and Monitoring:
  • Prepares initial subaward agreement packet for review by Sr. Grants & Contracts Administrator. Finalizes documents and works with subrecipient institution through full execution of agreement.
  • Completes subrecipient risk assessments and alerts Sr. Grants & Contracts Administrator of all medium and high level risks.
  • Obtains update on any required subrecipient monitoring plans from department prior to issuing the subaward modifications.
  • Completes subaward PO requests.

Systems, Processes, and Training:
  • Develops and maintains systems expertise (InfoEd grant management system, PeopleSoft for grants, sponsor websites and others as needed).
  • Possesses a full understanding of COH policies and procedures that pertain to research to insure compliance and to educate and assist departments with navigating and following the appropriate policies and procedures.
  • Provides formal/informal training and education to investigators, department administrators, and staff on internal and external research administration systems, operations, and processes.

Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, includingadherence to theworkplaceCode of Conduct and Compliance Plan. Practices a high level of integrity and honesty in maintaining confidentiality.

Performs other related duties as assigned or requested.

Minimum Education and Skills Required for Consideration:
  • Bachelor’s degree.
  • Minimum Experience:1 year experience working in a professional/office setting.
  • Preferred Experience:Experience in research administration preferably in an academic research center, independent research institute, or university.
  • Skills/Abilities:
    • Excellent interpersonal skills; ability to work as a member of a team
    • Superb organizational and priority setting skills
    • Excellent verbal and written communication skills
    • Able to work with multiple deadlines and detailed work in a fast paced, deadline driven environment
    • Client service focused, fast paced, deadline driven, frequent interruptions
    • Self-motivated and demonstrates initiative
    • Patience
    • Remain calm under pressure
    • Excellent analytical abilities
    • MS Office including Word, Excel, Access, PowerPoint, Outlook and experience with relational databases
  • Software:PC, scanner, copier.
  • Physical Demands:Occasional lifting of less than 25 lbs.
  • Sitting, walking, some stooping/bending to access file cabinets.
  • Manual dexterity for typing and filing.

City of Hope is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, or status as a qualified individual with disability.

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