Grant and Contract Officer

University of Minnesota; Minneapolis (MN); Hybrid; USD 75,000 - 83,000; Full time

Benefits offered by this job

Paid holidays

Retirement plans

Tuition benefit

Job summary

The Grant and Contract Officer at the University of Minnesota serves as a contract and grant expert within the central sponsored projects office. They solicit, negotiate, and administer extramural support for research projects and subawards, handling 600-700 transactions annually.

The role requires navigating sponsor terms, university policies, and compliance obligations while coordinating with multiple offices.

Qualifications

• BA/BS degree plus at least four years of experience in a business/administrative setting, or eight years total with related education and work experience.
• Strong problem solving and analytical abilities.
• Excellent written and verbal communication skills.
• Ability to work under tight deadlines and manage multiple sponsor proposals and awards.
• Experience with sponsored accounts and university contract/grant administration.

Responsibilities

• Review proposals under strict sponsor deadlines and verify eligibility as sponsored projects.
• Negotiate terms and conditions of incoming awards and subawards with sponsors.
• Coordinate with legal counsel, PI offices, and university departments to minimize administrative burden.
• Prepare and interpret award terms in University financial systems and sponsor requirements.
• Manage subawards, flow-down terms, and compliance obligations.
• Engage in training and committees related to sponsored projects administration.

Education

BA/BS degree or higher

Tools

MS Office

Track Changes in Word

EFS

Job description

About the Job

The Grant and Contract Officer (“GA” or “GCO”) serves as a contractand grant expert in the central sponsored projects office.Incumbents work on behalf of the Regents to solicit, negotiate, andadminister extramural support for research, training, and publicservices projects sponsored by government and non-governmentsponsors (“sponsored projects”). The GA handles 600-700transactions (proposals, awards, subawards) per year using federalregulations and University policies as the basis for execution ofthe work. Actions are guided by schedules, due dates, and cleardeliverables. The GCO evaluates language for alternative fallbackpositions and negotiates these positions in a face-to-facenegotiation or other negotiation environment, consulting with theOffice of General Counsel for assistance to verify adequacy oflanguage or position as needed. Some crafting of alternativelanguage for agreements is expected, as is explanations ofuniversity positions in correspondence with sponsors andinvestigators. The GCO also negotiates subawards, and provides, asneeded, subaward audit review to meet compliance obligations and toassess risk. The GCO engages in personal, departmental,institutional or regional/national training opportunities. The GCOassists in developing SPECTRUM or SPA courses taught todepartmental research administrators and serves on searchcommittees and departmental business process improvementcommittees.

Subjective judgment is required based on the risks imposed by thetype of funding source, the type of project, the degree ofsophistication of the academic unit running the project and anythird parties involved in carrying out, the experience of the PI,and current national audit and review climate related toresearch.

NOTE: The percentage of time spent on proposals, awards, andsubawards will vary among the various constituency-based teams,based on their particular portfolio. The percentages expressedbelow are an average.

Position Duties and Responsibilities

PROPOSALS (30%)

• Operating under severe time constraints, review proposals to meet strict sponsor deadlines
• Review and verify that the proposal qualifies as a sponsored project as opposed to a gift or an external sale.
• Review agency proposal guidelines, Requests for Proposals(contracts), and Broad Agency Announcements and compare agency requirements to proposals submitted for review and endorsement.
• Notify investigators and departments of errors, which at times can be substantial. Exercise subjective judgment about which errors require correction prior to institutional endorsement. Assist departments in interpretation of guidelines or requirements.
• Advance proposal for execution on behalf of the University to certify the completeness and accuracy of the proposal to the sponsor.
• Submit the proposal using an ever-growing variety of sponsor electronic and manual systems
• Respond to questions and issues that arise from sponsor, investigators, or departmental staff prior to award (reduced budgets, budget negotiations with sponsor, questions about adherence to terms, potential terms and conditions imposed by sponsors, etc.)
• Review pre-award spending requests to determine if sponsor will permit expenditures prior to execution of an award; advise departments accurately about risks

AWARDS (35%)

• Negotiate terms and conditions of incoming awards and subawards with sponsors to determine the adequacy and acceptability of terms and conditions for the University.
• Work with sponsor legal counsel and contracting officers, and principal investigators, Office of the General Counsel, research associate deans, departmental staff, Export Control, Technology Commercialization and other University business offices to devise or alter terms as needed to minimize administrative burden, ensure proper costing and adherence to University policies while ensuring positive relationships with sponsoring agencies.
• Understand and apply wide-range of University policy and procedures related to research/sponsored projects including, but not limited to, adherence to conflict of interest policy and procedures, human and animal subject policies, foreign influence disclosure obligations, openness in research policy and other additional training requirements.
• Provide guidance and assistance to faculty and departmental staff interpreting regulatory and sponsor requirements, as well as compliance with University policy
• Finalize terms and recommend execution on behalf of the Regents of the University of Minnesota at the conclusion of successful negotiations.
• Use various electronic systems to establish the award in the University’s financial system and in databases tracking contract and grant activity. Summarize terms and conditions to accurately reflect the parameters of the award and to provide proper notifications to principal investigators and various university business offices.
• Interpret federal, state and other sponsor terms and conditions and reconcile with applicable University policy and procedure to provide proper internal guidance to investigators, senior research officials and staff.
• Review mid-life cycle requests for prior approval, additional funding, or other needed changes on behalf of the University.
• Assist faculty and staff in resolution of issues or problems that arise during project performance.
• Negotiate and issue subawards (see Section 3).
• Resolve issues or concerns identified by the sponsor and/or the investigator.

SUBAWARDS (25%)

• Working in conjunction with the Subaward compliance officer, perform Single Audit review and perform risk assessment of proposed subrecipients to ensure their financial adequacy as required under 2 CFR 200.
• Review scope of work and project parameters to determine the best contracting mechanism to acquire the services of the proposed subrecipient and to ensure that sponsor prior approvals (if any) are obtained.
• Ascertain applicability and ensure accurate flow down of the terms and conditions of prime awards to the proposed subrecipient, adjusting requirements as needed to fulfill principal investigator and institutional requirements and altering terms necessary to adequately manage institutional risk.
• Negotiate and recommend execution of legally binding subawards with proposed subrecipients (using signature authority); modify such subawards over time to change funding, period of performance, work scope, reporting obligations, intellectual property or data rights obligations, termination and payment terms, indemnification, or other parameters as needed to ensure that the University will be able to fulfill its obligations to our prime sponsors.
• Interpret federal and other sponsor requirements for principal investigators, university staff, and subrecipients.
• Ascertain when and how prime sponsor prior approvals are required and ensure that such approvals are obtained.
• Ensure that compliance obligations (e.g., human subjects, animal subjects, export controls, intellectual property, etc.) are properly fulfilled.
• Ensure that the University can timely meet its reporting obligations under the Federal Funding Accountability and Transparency Act.
• Working in conjunction with subaward support specialists to establish and modify as necessary, purchase orders in PeopleSoft Financial.
• Authorize payments for subrecipients after verification that progress meets the needs of principal investigators and costs are appropriate under the sponsor's terms.
• Monitor progress to determine if terms and conditions require adjustment or if award requires early termination for non-performance.
• Ensure proper and timely closeout of subawards to meet sponsor requirements.

SPECIAL INITIATIVES AND TRAINING (10%)

• Engage in personal, departmental, institutional, or regional/national training opportunities, regulatory reviews, conferences, and other learning opportunities (webinars, staff meetings, classes, etc.) to expand skills and to stay current on the regulatory environment.
• Engage in one or more institutional or departmental committees or work duties as assigned, such as helping to develop and/or teach courses in the SPECTRUM course series on contract and grant administration; lead planning and/or teach for the Sponsored Projects Symposia or specialized SPA training course series; serve as institutional single point of contact and/or lead for highly complex sponsored projects, help with departmental goals or other projects, assist coordinate campus staff.
• Work effectively with faculty, staff, academic leaders, and sponsors through clear, concise and compelling oral and written communication, including producing and editing a variety of complex written correspondence. Meeting regularly with constituents (including PIs).
• May serve on hiring committees

Flexible Work Profile

The Research and Innovation Office (RIO) and Sponsored Projects Administration (SPA) endorse a “Work with Flexibility” approach that offers a welcoming and flexible work environment where everyone is inspired to do their best. This means the incumbent may work remotely, partially remotely, or entirely in the office. Currently, many SPA staff have opted to work remotely.

Regardless of their remote work status, the GCO will be expected to attend certain in-person work events throughout the year. Out-of-state candidates will be considered if their qualifications and experience are exceptionally strong.

Regardless of work location, work processes will be digital and paperless. Employees will be provided with University-configuredequipment and supportive technology tools. Employees who choose to perform some or all of their duties remotely will be responsible for providing reliable internet access and appropriate home-office furnishings.

SPA management retains the right to modify flexible workarrangement agreements on a temporary or permanent basis for any reason at any time.

Qualifications

Required Qualifications

• BA/BS degree plus at least four years of experience in a businessor administrative setting, or a combination of related educationand relevant work experience to equal at least eight years,including experience with computers (MS Office)

Preferred Qualifications

• Demonstrated skill in problem solving
• Demonstrated knowledge of sponsors' fiscal/administrative terms andconditions
• Proven excellent written and verbal communication skills
• Demonstrated ability to work in a team setting under tightdeadlines
• Proven ability to prioritize workload
• Demonstrated ability to interact with people of all responsibilitylevels within the U of M and funding agencies
• Experience in an academic setting
• Administrative/business experience in a U of M department
• Experience using the U of M's computerized accounting system, EFS,using electronic tools and being able to utilize the Track Changesfunction in Word
• Proven ability to train others in the use of electronicsystems
• Two years’ experience with sponsored accounts including a minimumof one-year experience in sponsored projects administration
• Potential for career advancement
• Demonstrated strong service orientation

About the Department

The Office of Sponsored Projects Administration supports faculty in seeking, acquiring, and managing externally sponsored funding for research, training, and public service projects.

Pay and Benefits

Pay Ra nge: $35.87 - $39.90 hourly; de pending oneducation/qualifications/experience

Time Appointment: 100% Appointment

Position Type : Civil-Service & Non-Faculty LaborRepresented Staff

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional trainingand degree-seeking programs supported by the Regents Tuition BenefitProgram
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee TransitPass with free or reduced rates in the Twin Cities metroarea

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Diversity

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Employment Requirements

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

This position is not eligible for H-1B visa sponsorship.

About University of Minnesota

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among thelargest public research universities in the country, offeringundergraduate, graduate, and professional students a multitude ofopportunities for study and research. Located at the heart of oneof the nation's most vibrant, diverse metropolitan communities,students on the campuses in Minneapolis and St. Paul benefit fromextensive partnerships with world-renowned health centers,international corporations, government agencies, and arts,nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employerfor Women (2023, 2025, 2026), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence &Industry Awards recognition for employee appreciation and work-lifeflexibility.