Post-Award Grant Specialist

University of Colorado; United States; Remote; USD 70,000 - 95,000; Full time

Job summary

University of Colorado is seeking a Post-Award Grant Specialist for the Department of Pediatrics. This role oversees all post-award functions, including fiscal management of grants and contracts for specified sections and Principal Investigators, with authority to make business decisions related to grant administration.

The position involves managing research account activity for AEF, DEF, Children’s Hospital Colorado, and related gift funds. Remote work is eligible within the United States.

Responsibilities

• Notify Principal Investigator of award restrictions and re-budget according to sponsor notice.
• Establish subcontracts with participating institutions and ensure timely invoice payment.
• Coordinate funding distribution and ensure correct personnel effort and payroll deadlines.
• Prepare and reconcile Federal Financial Reports and Final Expenditure Reports.
• Develop projections and reconciliations of revenue, expenditures, and encumbrances.
• Close out projects by reconciling expenses and ensuring invoices and payments are complete.
• Provide ad hoc reports and assist with annual cFTE and CARE model data.

Job description

Job Summary:

This Post-Award Grant Specialist is a subject matter expert responsible for managing, developing, implementing, and overseeing all post-award functions for the Department of Pediatrics, in accordance with the policies and procedures of the Department. The Post-Award Specialist also manages all research account activity for AEF, DEF, Children's Hospital Colorado, and gift funds related to research activity. The position includes overall fiscal management of grants and contracts for specific sections and/or Principal Investigators and has authority to make business decisions as they relate to the administration of these grants.

Key Responsibilities:

• Notification of Award (15%)
  • Review notice of grant award with Principal Investigator to make note of any special restrictions.
  • Work with Principal Investigator to re-budget if sponsor notice of award is less than initially requested.
  • Confirm budget information is set up according to approved sponsor budget.
  • Review F&A rate and application of costs to total budget as per sponsor's instructions.
  • Issue Work Order to Children's Hospital Colorado for services required by project, if applicable.
• Subcontract Administration (15%)
  • Establish subcontracts as per notice of grant awards with participating institutions.
  • Facilitate the submission and payment of invoices in a timely manner.
  • Work directly with the subcontractor, Principal Investigator, and Post-Award Office to resolve any outstanding issues.
  • Notify Principal Investigator of any contractual issues and/or potential problems.
• Payroll and Funding Distribution (15%)
  • Work with Principal Investigator proactively to establish correct funding and effort of personnel for each sponsored project.
  • Review funding distribution monthly to ensure there are no gaps in funding, while minimizing the need for retro payroll expense transfers (PETs).
  • Make all necessary funding changes each month per payroll deadlines.
  • Prepare retroactive payroll expense transfers as per institutional policy and Principal Investigator direction.
  • Assist with any necessary corrections required for ePER's (effort reporting certifications).
• General Post-Award Management (15%)
  • Contact sponsors regarding re-budgeting requests, carry-forward requests, etc.
  • Work with the Office of Grants and Contracts regarding late payments and/or late invoicing.
  • Prepare and reconcile Federal Financial Reports and Final Expenditure Reports before submission to the Office of Grants and Contracts for submission to the sponsor.
  • Manage 30-, 60-, and 90-day reports to ensure all outstanding items are addressed prior to the budget/project end date.
• Reporting (15%)
  • Meet with section Principal Investigators on a monthly basis.
  • Prepare projection reports, inclusive of a review of revenue, expenditures, available balances, and encumbrances.
  • Prepare and submit journal entries.
  • Develop a reconciliation process and communicate to Principal Investigators.
  • Assist Principal Investigators with problems as they occur and document trends.
• Closeout (15%)
  • Reconcile direct and indirect expenses for projects to ensure all appropriate expenses have been posted to the project speed type before the closeout process.
  • Review and reconcile all invoices have been billed and payments have been received.
  • Ensure all subcontract invoices have been received and paid, if applicable.
• Other (5%)
  • Present quarterly reports to Section Heads providing an overview of budget and cash balances for all active and inactive grants/contracts with outstanding issues needing resolution, as well as all proposals submitted over the last twelve months with updated status.
  • Update annual section review information for the prior fiscal year research grant/contract activity, providing an overview of total dollars by sponsor type in expenditures.
  • Assist with the annual cFTE setting process/CARE model by providing additional data on research funding for faculty that also have clinical commitments
  • Prepare ad hoc reports as needed.
• Other duties and tasks as assigned (5%)

Work Location:

Remote - this role is eligible to work remotely, but the employee must be in the United States.

Why Join Us:

The Department of Pediatrics is one of the largest Departments in the School of Medicine and is rapidly growing. It includes 26 sections, including over 1,300 faculty members. The Department of Pediatrics has more than $126 million in grant awards annually, with over $63 million from the NIH. In FY 2026, the Post-Award Team was responsible for approximately 600 awards (including but not limited to Federal, State, Foundation, and Industry) for over 265 active Principal Investigators. The Post-Award Grants Specialist is part of a team of Specialists that oversee the grants management for the entire Department of Pediatrics. The major function