Pre-Award Grants & Contracts Specialist II

The University of Pittsburgh is ranked as the third-highest recipient of NIH funding with the Department of Medicine (DOM) receiving awards totaling 78% of what is received by the university. The Research Administration office (DORMA) works with faculty and professional staff in the department’s nine divisions, two institutes, and two departments to guide them through the complex grant processes. While the majority of our proposals are submitted to the National Institutes of Health, our faculty also submit to numerous other government agencies, foundations, non-profit organizations, and industry sponsors.

DOMRA is hiring a Grants & Contracts Specialist II to manage pre-award activities for an assigned portfolio of grants using knowledge of grant management rules and regulations, technical expertise, and analytical skills. This position will act as a trusted partner with principle investigators to coordinate the pre-award process to include: planning, developing, and preparing grant proposals, reports, and just-in-time requests for submission. The incumbent will assist with budget preparation and justification, meeting sponsor requirements and certifications. They will track progress and drive to meet deadlines for assigned proposals. The candidate will partner with the investigator, grants and contracts assistants, and post award administrators to activate awards to hand-off successfully for management of the award.

This position requires collaboration with internal and external stakeholders on grant applications. The incumbent will provide clear and concise communication to all stakeholders across the university and externally with sponsors.

Responsibilities include the following: manage proposal, report, and just-in-time submissions for government and private research grants; work with internal and external collaborators to compile consortium arrangement packages required for submission; project budget creation and review. develop and negotiate sub-awards; perform compliance review of all proposals for adherence to university, agency, and federal requirements; interpret agency regulations; enter proposal and report related information is accurately entered into the university’s system-to-system portal; meet strict internal and external deadlines; serve as liaison among DOMRA, PIs, University departments, sponsored project organizations during the pre-award phase through to successful transition to the Post-award administrator; maintain a working knowledge of laws, regulations, and policies that affect research grant administration and compliance; maintain a positive research environment and infrastructure; other duties as assigned by the Director,

Assists in preparing and submitting small grant and contract proposals. Drafts and negotiates contractual arrangements and procurement proposals, conducts cost analyses, processes invoices, arbitrates claims and complaints, and performs all collections activities. Monitors grants and contractual arrangements and prepares routine financial documentation. Assists with policy and procedural interpretation and with the preparation of pre-award applications and reports to grant agencies.

Essential Functions

• Assists with the preparation and submission of small grant and contract proposals; drafts and negotiates contractual arrangements and procurement proposals.
• Monitors grants and agreements to ensure accuracy and compliance with budgets, sponsor terms, federal regulations, policies, and procedures; assists with providing policy and procedure interpretation.
• Processes amendments, modifications, extensions, and terminations of contracts; reports issues to appropriate personnel.
• Assists with the preparation of pre-award applications and reports to grant agencies; prepares routine financial documentation and memos.
• Maintains grant records and storage, tracks and prepares requested materials.

This position requires the use of computer equipment and must be available during business hours. Some on-campus meetings and/or trainings may be required.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.