Pre-Award Grants & Contracts Specialist II

The University of Pittsburgh; Pittsburgh (Allegheny County); Hybrid; USD 65,000 - 90,000; Full time

Job summary

The University of Pittsburgh is seeking a Pre-Award Grants & Contracts Specialist II to support sponsored project proposals, progress reports, and award activations. This role provides guidance to faculty and staff on pre-award processes, ensures compliance, and maintains meticulous records in a hybrid on-campus/remote work setup.

Minimum 1 year of experience or an equivalent combination of education and experience is required; knowledge of NIH and other sponsors is beneficial.

Qualifications

• Bachelor's degree required.
• 1 year of experience minimum in related role or combination of education and experience considered.

Responsibilities

• Prepare, review, and submit sponsored project proposals in accordance with sponsor and institutional guidelines.
• Coordinate and process progress reports, 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.

Education

Bachelor's Degree

Job description

Job Description - Pre-Award Grants & Contracts Specialist II (26006378)

Pre-Award Grants & Contracts Specialist II

Med-Medicine - Pennsylvania-Pittsburgh - ( 26006378 )

• -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

Job Summary

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.

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 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

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