Oregon Health & Science University

Grants and Contracts Coordinator

Job Locations US-OR-Portland
Requisition ID
2022-18473
Position Category
Administrative/Office Support
Position Type
Regular Full-Time
Job Type
AFSCME union represented
Department
Knight Cancer Institute, Grants
Salary Range
$27.74-$37.52 per hour, Commensurate with experience and internal equity
FTE
1.00
Schedule
Monday-Friday, occasional nights and weekends
Hours
Day Shift - Hours TBD
HR Mission
School of Medicine
Drug Testable
No

Department Overview

The OHSU Knight Cancer Institute, known as one of the pioneers in personalized cancer medicine, is an international leader in research and cancer treatment. Driven by its mission to end cancer as we know it, the institute is building upon its expertise in targeted treatments to advance the early detection of cancer when the disease is most treatable.

The Knight Grants Management (KGM) team provides comprehensive pre-award support to a diverse customer base within the Knight Cancer Institute. The KGM Grants and Contracts Coordinator works with research faculty, trainees, and staff to coordinate submission of grant and contract proposals in support the Knight’s research mission. Key responsibilities include interpreting federal and foundation funding guidelines; project managing deliverables required for grant applications; coordinating with internal and external stakeholders; collecting proposal data from various sources; preparing grant budgets in collaboration with Knight investigators; facilitating internal approvals; and ensuring compliance with institutional and sponsor requirements. The individual in this position proactively identifies and helps implement strategies to improve customer service and strives to develop strong relationships with the researchers our team supports. The ideal candidate will have solid analytical, multi-tasking, and organizational skills, be a strong team player, and feel comfortable working in a high-pressure, deadline-driven environment.

Function/Duties of Position

1. Every Knight Cancer employee is expected to embody our guiding principles:

  • We act BOLDLY—Breakthroughs require pushing the boundaries of science, exploring new frontiers, and thinking differently
  • We SUPPORT each other—Respect leads to trust, which leads to excellence
  • We work as a CONNECTED team — We must leverage our collective brain power to conquer cancer because no one individual can do it alone

2. Grant & Contract Coordination: Coordinates pre-award grant and contract activities within Knight Cancer Institute. Specific responsibilities include:

  • Utilizes subject matter expertise to work closely with Principal Investigators (PIs) to prepare and submit grant proposals to funding agencies.
  • Interprets sponsor guidelines and requirements and ensures applications meet both sponsors and OHSU requirements.
  • Prepares budgets based on information from multiple sources, including interpreting research protocols and pulling data from systems such as Cognos.
  • Prepares, formats, reviews, and maintains research administration documents such as face pages, biosketches, resources, checklists, and other support pages. Ensures documents include appropriate content and format as required by each sponsor.
  • Coordinates inter-departmental subprojects and incoming/outgoing subawards.
  • Tracks, assists in preparation, and helps submit progress reports to funding agencies.
  • Prepares both paper and electronic grant applications with utmost accuracy. Utilizes electronic grant submission systems such as InfoEd, ASSIST, eRA Commons, and Proposal Central to submit applications on behalf of PIs.
  • Collaborates with post-award team and various OHSU contracting units to ensure requirements are met for award acceptance and award is set up in a timely fashion.
  • Works with OHSU contracting offices such as OPAM and TTBD to review and prepare contract materials, facilitates contract execution and account setup.
  • Serves as a resource to PIs and department administrators for interpreting guidelines and RFPs.
  • Responds to correspondence in a timely manner.
  • Proactively suggests and helps implement strategies for improving program efficiency and excellent customer service.

3. Project coordination and assistance as assigned, including but not limited to:

  • Coordinates or contributes to projects on an ad hoc basis, such as analyzing and preparing data for Cancer Center Support Grant (CCSG) progress reports and competitive renewals.
  • Supports internal funding mechanisms by helping review RFAs, creating and sending out award letters, tracking account setup, and helping track progress of awardees.
  • Creates and organizes team resources on Bridge and the X-Drive.
  • Develops and improves resources for investigators who receive support from KGM.
  • Supports the onboarding of new faculty and staff, including providing face-to-face meetings with researchers utilizing KGM services.

4. General

  • Always promote the mission of the Knight Cancer Institute through our Professional Standards of Customer Service, Reliability, Productivity, Professionalism, Accuracy, Timeliness, and Problem-Solving.
  • Responsible for communicating and meeting external, internal, and other required deadlines.   Applies and adheres to all institutional requirements and regulations regarding research administration, grants management, accounting standards, transfer of funds, etc.
  • Participates in ongoing professional development and competency assessment. Includes but is not limited to: attends educational classes appropriate to job development, communicates additional training needs to direct supervisor, attends staff meetings and orients new staff, cross-trains for position in assigned or other areas.
  • Maintains confidential electronic application information and files in the format defined by Knight Finance & Grants

Required Qualifications

Education & Experience:

  • Bachelor's degree AND one year of grant/contract administration experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating/coordination and administering public or private service contracts,
  • OR Three years of grants and contracts administration experience,
  • OR Equivalent combination of training and experience.

Note: Some positions may also require experience locating sources of available grant funds and developing programs that qualify for those funds.

Job Related Knowledge, Skills and Abilities:

  • Ability to communicate and educate others on requirements and regulations.
  • Ability to pay close attention to detail and produce a high level of accuracy in work.
  • Must be proficient with computers running Windows and PC applications (e.g. MS Excel, Oracle, Access, Word and PowerPoint).
  • Must be able to use Excel spreadsheets with general financial budgeting abilities.
  • Must have solid mathematical abilities.
  • Ability to prioritize multiple tasks at one time
  • Must have excellent communication, analytical and organizational skills:  both written and verbal.
  • Ability to work independently and as part of a team while being collaborative in resolving problems.
  • Must have demonstrated excellent customer service skills both on the phone and in person.
  • Must possess energy and drive to coordinate multiple projects simultaneously.
  • Ability to use tact and diplomacy to maintain effective working relationships
  • Demonstrable record of reliable attendance, punctuality, and proven successful performance at past and present employers

Preferred Qualifications

Experience:

  • Knowledge of grant preparation and administration with experience in an academic medical center in the areas of both clinical and basic science.

Additional Details

Please submit a resume and cover letter for your application to be considered. 

Please note: As of Oct. 18, 2021, all OHSU employees are required to be fully vaccinated against COVID-19. Fully vaccinated means you have received both doses of a two-dose, or one dose of a single-dose, FDA- or WHO-authorized COVID-19 vaccine and at least 14 days have passed since your final dose of COVID-19 vaccine. If you apply for and are offered a position, you must be fully vaccinated prior to starting work.

If the position you are offered does not require direct, in-person patient care contact, you may request an exception to the vaccine policy for medical or religious reasons. OHSU uses very narrow criteria under the law to allow an exception and very few requests are being approved.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or aaeo@ohsu.edu.


As an organization devoted to the health and well-being of people in Oregon and beyond, OHSU requires its employees to be fully vaccinated against COVID-19.

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