Lawrence , KS

AAI Sponsored Projects Administrator (Grant Coordinator)

Lawrence, KS Full-time
Posted on September 11, 2019

AAI Sponsored Projects Administrator (Grant Coordinator) - 15543BR

Position Overview
The AAI Sponsored Projects Administrator is key in the success of sponsored research administration for the Achievement and Assessment Institute (AAI). We are filling 2 new positions to perform both pre-award and post award functions for AAI in a highly agile environment, while working directly with investigators and other research administration, finance, and HR administrators. These salaried positions serve as the administrative resource between the university and sponsor regarding all pre-award and post award activities. The position will provide the incumbent flexibility to grow and innovate around the services and resources for AAI investigators, while facilitating administrative ownership of the project from proposal to award closeout.
Acting as an overall resource for all AAI investigators and staff on research administration (including allowability, compliance, and process), the AAI Grant Administrator will

 Interpret sponsor guidelines, develop and prepare proposal budgets, and review proposals for compliance with state, federal, university, and agency guidelines.
 Provide final review of proposals before submission to sponsor as well as any post-submission activities.
 Work as a liaison with Contract Negotiation staff and award set-up staff.
 Perform overall award management in conjunction with daily/transactional management by Shared Service Center (SSC) staff, and all financial reporting and award modification requests to sponsor.
 Perform award management in the financial system and award closeout. 

AAI Overview
The Achievement & Assessment Institute (AAI) at the University of Kansas exists to improve the performance of students, adults and public agencies throughout local, state and national communities. The Institute includes six centers, which represent a diversity of services and programs:

 Accessible Teaching, Learning and Assessment Systems,
 Agile Technology Solutions,
 Center for Creativity and Entrepreneurship Education,
 Center for Educational Opportunity Programs,
 Center for Public Partnerships & Research, and
 Center for Montessori Research.

AAI and its centers partner with numerous agencies to improve the lives of children and adults through academics, employment, career advancement and building healthy environments, as well as to enhance the capacity of organizations that help children, adults and communities succeed.

Job Description

40%- Pre-Award Duties:
Manage proposal preparation, review and submission:  Solve unique and time-sensitive problems and interact with Principal Investigators, AAI proposal preparation staff, agency officials, and university personnel. Communicate expectations around proposal preparation/revisions, budget modifications, and compliance requirements. Analyze and interpret the agency’s request for proposal (RFP). Review and verify all compliance requirements at time of proposal and confirm all necessary compliance regulations for sponsored projects at award initiation. Prepare and review all necessary agency application forms with correct institutional and proposal information.  Review all known contract terms/requirements noted at the proposal stage and ascertain additional university approvals from appropriate departments as necessary. Develop an adequate, accurate, and justifiable proposal budget and justification in coordination with the Principal Investigator and in accordance with agency and university policies, including the determination of the appropriate facilities and administration (F&A) rate to include on the project in compliance with university and agency policies. If cost sharing is required, obtain necessary signatures/approvals. Act as liaison with other research institutions when preparing submissions which include subawards. Complete and transmit the approved proposal package to meet all agency-imposed deadlines and provide any necessary assistance to investigators with agency electronic systems that require direct interaction by the PI. Maintain proposal records in system of record (Streamlyne).

45%- Post Award Duties:
Manage activity related to post award administration of sponsored projects administered by AAI.  Work with the SSC to provide timely information and act as a resource for award PI and personnel. Perform all agency interaction for sponsored project, including no cost extensions, renewals, carryforwards, and budget adjustment requests.  Review and approve Budget Adjustments, and facilitate budget changes in the financial system. Review Cost Transfers and RFAs, and post transactions in the financial system. Complete subrecipient monitoring, as necessary. Review, finalize, and submit annual/final reporting around finances, property, and
inventions. Complete project close, including necessary system actions. Act as a resource during sponsor and single audit, in conjunction with Associate Director of Post Award, Director of Research Administration, and Fiscal Affairs. Maintain filing in accord with sponsor and university retention policies.

15%- Maintain high responsiveness and stellar customer service in the face of unyielding deadlines and inflexible external schedules.  Act as a liaison regarding the AAI sponsored project portfolio for AAI financial and administrative staff, Contract Negotiations, KU Center for Technology Commercialization, and Research Integrity staff to facilitate the smooth completion of negotiation tasks. Communicate with investigators/sponsors to resolve complex sponsored project administration problems/issues and work with principal investigators, administration, and center contacts to resolve matters and identify best practices.  Maintain delegated signing authority for proposals and financial reports as needed. Assists in training of departmental and university staff and researchers in research administration, policies, procedures, and sponsor guidelines. Assist, as necessary, in the development and implementation of policies procedures to improve efficiency, effectiveness, and compliance with regulations.  Additional duties as assigned.

Required Qualifications
1. Bachelor's degree and two years sponsored project or other highly relevant experience or High School/GED/Diploma with four years of sponsored project or other highly relevant experience.
2. Work experience with MS Office, especially Word and Excel, evidenced by previous work history and application materials.
3. Work experience that required the ability to work in a fast-paced, highly flexible environment while meeting set deadlines and providing support or service to multiple stakeholders, as outlined in application materials.
4. One or more years of analytical and problem-solving skills as evidenced by previous work history and application materials.
5. Excellent communication skills and demonstrated ability to work in a team environment as evidenced by previous work history and application materials.
6. One or more years of applying intermediate mathematics aptitude for budgeting and project financial management as evidenced by previous development of sponsored project budgets, management of sponsored project finances, or other financial work experience, as outlined by application materials.

Preferred Qualifications
1. Bachelor’s degree in Business/Accounting or related field.
2. Five years of pre-award and/or post- award research administration experience.
3. Supervisory experience as evidenced by previous work history and application materials.
4. Demonstrated experience working with a variety of constituencies and stakeholders in a Non-Profit or University research environment.
5. Experience with interpretation of regulatory or legal documents.

Contact Information to Applicants
Alicia Reed
Assistant Vice Chancellor, Office of Research
Additional Candidate Instruction
A complete application consists of:
 A cover letter clearly addressing how required and preferred qualifications are met
 Resume
 3 Professional References

Incomplete applications will not be considered.
Application review will begin Wednesday, September 18th, 2019 and will remain open until a qualified pool of candidates is identified.

Advertised Salary Range
Commensurate with experience
Application Review Begins

Conditions of Employment
Contingent on Funding

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, genetic information and retaliation in the University's programs and activities. Access to information regarding equal opportunity and diversity worksite posters is available at
or you may contact 785-864-4946 or for alternate access options. Any inquiries regarding the non-discrimination policies should be directed to: Executive Director of the Office of Institutional Opportunity and Access,, 1246 W. Campus Road, Room 153A, Lawrence, KS, 66045, (785)864-6414, 711 TTY.