Pre-Award Grants & Contracts Specialist II

University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Hybrid work arrangement

Job summary

University of Pittsburgh is seeking a Grants & Contracts Specialist II (Pre-Award) to assist in proposing and submitting sponsored project proposals and related pre-award activities. The role supports faculty with pre-award processes, timelines, and award activations in a hybrid work setting.

The ideal candidate holds a Bachelor?s degree with at least 1 year of experience in proposal submission, cost analyses, and sponsor guideline interpretation, including NIH and other funders, while ensuring

Qualifications

• Bachelor's degree required and relevant experience preferred.
• Experience with sponsoring agency guidelines (NIH, etc.) and pre-award processes.
• Familiarity with fiscal and regulatory compliance for sponsored programs.

Responsibilities

• Prepare and submit sponsored project proposals per sponsor and institutional guidelines.
• Coordinate progress reports, JIT requests, and award activations.
• Ensure compliance with federal, state, and local regulations and institutional policies.
• Serve as a resource to faculty on pre-award processes and timelines.
• Maintain organized records related to proposals and awards.

Skills

Grant submissions

Proposal review

Regulatory compliance

Pre-award processes

Education

Bachelor's Degree

Job description

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.

Med-Medicine

• Prepare, review, and submit sponsored project proposals in accordance with sponsor and institutional guidelines
• Coordinate and process progress reports, just-in-time (JIT) requests, and award activations
• Ensure compliance with federal, state, and local regulations, as well as institutional policies and procedures
• Serve as a resource to faculty and research staff on pre-award processes, requirements, and timelines
• Review proposal components for accuracy, completeness, and adherence to sponsor guidelines
• Track deadlines and manage multiple submissions to ensure timely completion
• Communicate effectively with investigators, administrative staff, and central offices to facilitate submissions
• Assist with interpreting sponsor requirements, including NIH and other funding agencies
• Maintain organized records and documentation related to proposal

Essential Functions

The Grants & Contracts Specialist II (Pre-Award) provides guidance to faculty and staff in the review, preparation, and processing of sponsored project proposals, progress reports, Just-in-Time requests, and award activations. Additional responsibilities may include ensuring compliance with Federal, State, and local administrative requirements related to pre-award and sponsored project activities, as well as adherence to Department of Medicine Research Administration (DOMRA) policies and procedures. The ideal candidate will have prior experience with proposal submissions, progress reports, and Just-in-Time requests for NIH and other external sponsors.

Physical Effort

Little physical effort required. Duties are primarily sedentary. Must be able to sit for prolonged periods of time.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category

Full-time regular

Job Classification

Staff.Grants & Contracts Specialist II (Pre-Award)

Job Family

Research

Job Sub-Family

Grants & Contracts

Campus

Pittsburgh

Minimum Education Level Required

Bachelor's Degree

Minimum Years Of Experience Required

1

Will this position accept substitution in lieu of education or experience?

Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Additional Details About Required Licensure/Certification

none requested

Work Schedule

Monday - Friday, 8:30 am - 5:00 pm

Work Arrangement

Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range

TBD Based Upon Qualifications

Relocation Offered

No

Visa Sponsorship Provided

No

Background Check

For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances

Not Applicable

Required Documents

Resume, Cover Letter

Optional Documents

Not Applicable