Grants and Contracts Specialist

University of California; Augusta (GA); On-site; USD 25,967 - 27,359; Full time

Benefits offered by this job

Health insurance

Dental insurance

Tuition Assistance

Paid holidays

Job summary

Augusta University is hiring a Grants and Contracts Specialist to provide administrative support to various departments. This full-time position involves interfacing with faculty and staff on compliance and grant processes.

The ideal candidate will have an Associate's degree and two years of relevant experience, with strong organizational skills and proficiency in Microsoft Office. The salary ranges from $18.85 to $19.86 per hour, with additional benefits.

Qualifications

• Two years of progressively responsible administrative duties after an Associate's degree, or five years after a high school diploma.
• Experience in data entry and retrieval.
• Ability to maintain confidentiality.

Responsibilities

• Serve as the point‑of‑contact for sponsored program inquiries and maintain communication regarding proposal status.
• Prepare materials for project initiation meetings and ensure compliance approvals.
• Utilize and maintain the RFID tracking system for files and applications.
• Track award status of grant and contract proposals.
• Perform all other related duties as assigned.

Skills

Microsoft Office proficiency

Excellent communication skills

Detail-oriented

Organizational skills

Education

Associate's degree or equivalent experience

Tools

Access

Spreadsheets

Job description

Grants and Contracts Specialist

Job ID: 299877

Location: Augusta University

Full Time

Job Summary

The position of Grant and Contract Specialist provides administrative support to the Grants and Contracts/Senior Grant and Contracts Officers, Assistant Director and Director of Pre-Award Services. The role serves as the primary interface with academic units (faculty, staff, and administrators) for all sponsored program and clinical research activity, handling policy and procedure information, creating and maintaining electronic and hard‑copy files, verifying compliance approvals, and tracking research files using the RFID system.

Responsibilities

• Serve as the initial point‑of‑contact for all sponsored program inquiries. Maintain timely communication with faculty, staff, and administrators regarding proposal status and award notifications. Provide hard‑copy and electronic information to the AU community regarding policies and procedures for sponsored program submission.
• Coordinate and prepare materials for project initiation meetings with principal investigators, departmental managers, grant and contract officers, and sponsored accountants. Initiate and coordinate administrative close‑out between principal investigators, sponsored accounting, and grant and contract officers at grant or contract termination. Ensure all required approvals (including Conflict of Interest declarations) are received. Manage all materials to ensure files contain all required internal and external paperwork. Initiate and maintain electronic and hard‑copy records of sponsored activity in reporting and tracking databases throughout all phases of submission, award, and close‑out. This includes over 1,100 submissions, 700 new awards, and 800‑900 active awards. Verify that regulatory and compliance approvals have been obtained and are current for all applicable submissions before establishing new or continuing awards.
• Timely create files for officer reviews. Utilize and maintain the RFID tracking system. Create tracking labels and main tracking records, ensuring statuses are correct and up to date. Coordinate the disposition of all files (pending, awarded, closed, early terminated, and not funded).
• Oversee the routing of sponsored applications for compliance with institutional policies and procedures. Send out compliance approval emails as needed. Track award status of grant and contract proposals while maintaining timely communications with faculty, staff, administrators, and extramural sponsors. Initiate the establishment of sponsored accounts for funded projects in close coordination with sponsored accounting. Establish MOUs between AU and Augusta University Research Institute, Inc. as required by the Board of Regents and the AURI bylaws. Prepare Notices of Extramural Funding using award notifications, internal budgets, and compliance documents, forwarding copies to the principal investigator and department managers. These notices serve as the official intra‑institutional documentation for all extramural funding.
• Perform all other related duties and tasks as assigned.

Required Qualifications

Associate's degree from an accredited college or university and two years of progressively responsible administrative duties; or high school diploma, GED, or equivalent from a state or federal accrediting organization and five years of progressively responsible administrative duties.

Preferred Qualifications

• Familiarity with web or other internet accessions.
• Experience in data entry, retrieval, spreadsheets, and Access or similar.

Knowledge, Skills, & Abilities

Knowledge

Proficient in Microsoft Office and other computer software/databases.

Skills

• Excellent interpersonal, written, and verbal communication skills.
• Detail‑oriented with strong organizational, prioritization, and multi‑tasking skills.

Abilities

Ability to maintain confidentiality.

Shift / Salary / Benefits

• Shift: Days; Monday–Friday
• Salary: $18.85 per hour – $19.86 per hour
• Pay Band: B6
• Salary commensurate with qualifications within the established range.
• Recruitment period: Until Filled.
• Benefits may include health, dental, and life insurance; Teachers Retirement or Optional Retirement Plan; earned vacation, sick leave, and 13 paid holidays. Full‑time employees who have been employed > 6 months may be eligible for Tuition Assistance.

Conditions of Employment

All selected candidates must successfully pass a background check prior to starting. Candidates may also need a credit check for Positions of Trust or approved departmental Purchase Card usage. Motor vehicle reports are required for positions that require driving an Augusta University vehicle. Faculty hires must provide proof of completed academic degree(s) and post‑secondary coursework transcripts; foreign‑trained candidates must provide credential evaluations. All employees are responsible for maintaining confidentiality, availability, and integrity of sensitive information in accordance with cybersecurity and privacy policies.

Equal Employment Opportunity

Augusta University is proud to be an equal‑opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.