Grants/Contracts Coordinator

Department Overview

The Oregon National Primate Center (ONPRC) is located 12 miles west of the OHSU main campus, and sits on 162 acres of land featuring forested areas, research and administration buildings, indoor and outdoor animal housing, and 2-mile perimeter walking path. Our mission is to improve human health and the quality of life through the support of nonhuman primate research programs that advance our knowledge of the causes, preventions, treatments, and cures of debilitating diseases.

Function/Duties of Position

The Grants/Contracts Coordinator assists faculty/principal investigators (PIs) at Oregon National Primate Research Center (ONPRC) with all pre- and post-award activities related to their research funding/proposals. This position is responsible for all pre-award activities including the preparation, review, and timely submissions of research proposals, advising faculty on submission timelines and requirements, assembling all documents, obtaining information needed for the proposal from internal and external collaborators and subcontractors, and uploading the materials into the submission system. Responsible for interpreting federal/state grant guidelines and requirements. This position will also be responsible for post award activities including just-in-time requests, prior approval requests, and coordination of progress reports.

This position is distinguished by the variety of duties and ability to make decisions based on knowledge of federal and OHSU policies and procedures. This position works closely with faculty and non-faculty throughout the ONPRC, the OHSU Office of Proposal and Awards Management team, the OHSU system as a whole, and external collaborators. Requires knowledge of and ability to interpret federal, state, and internal rules and regulations. Effectively communicate and interact with research and support staff in written and oral formats.  The successful candidate will have problem-solving skills; flexibility and ability to establish priorities; ability to track multiple tasks and projects through various stages of development and implementation; and handle a large variety/volume of confidential and business-sensitive information. Requires a high level of attention to detail and excellent time management skills.

Grant Planning and Development

• Interpret sponsor guidelines and requirements for proposals.
• Track and advise on internal timeline requirements for proposal submission to meet OPAM and sponsor deadlines.
• Collate all required documentation from both OHSU and external (sub-award) personnel.
• Review all grant components for compliance with sponsor guidelines and general proofreading.
• Responsible for entering all proposal information into the InfoEd submission system and coordinating submission to the sponsor with OPAM staff.

Grant/Contract Coordination

• Provide OHSU policy and procedure guidance to faculty/PIs regarding proposal submission and post award activities.
• Coordinate submission of post award materials to the sponsor including just-in-time requests and progress reports entering information into eraCommons as needed.
• Provide assistance to the Director’s Office with core grant (P51) progress reports and renewal applications as needed.

Technical Assistance

• Responsible for staying current with all federal regulations related to funding as well as OHSU policies and procedures; advise faculty/PI’s on policies and procedures affecting their proposals/funding.
• Work closely with ONPRC Business office staff and OPAM staff to ensure accurate materials are submitted to sponsors.
• Work with faculty/PI’s to ensure they remain in compliance with the NIH Public Access Policy including submission of out-of-compliance manuscripts.
• Assist Business Office staff with award setup and compliance items as needed.
• Other duties as assigned.

Required Qualifications

• Bachelor's degree AND one year of grant/contract administration experience, OR

• Three years of grants and contracts administration experience. OR

• Equivalent combination of training and experience.

Skill and Abilities

• Proficient with Microsoft Office suite (Outlook, Word, Excel, PowerPoint).  Data entry experience required.

• Previous administrative experience handling highly confidential and sensitive information. Ability to use judgment when obtaining and communicating confidential data.

• Experience in an administrative support or project management role for faculty or upper-level management.

• Demonstrated skills with composing, editing, proofing, and copying written materials.

• Strong ability to prioritize and organize projects and tasks in a timely manner, and ability to problem solve and manage on-going projects; strong time management skills.

• Excellent ability to follow written and verbal instructions.

• Strong verbal and written communication skills, interpersonal skills, and professional etiquette are necessary to effectively communicate with staff and customers.

• Experience with explaining and disseminating policies and procedures.

• Ability to take initiative, work independently without formal instruction, problem-solve, prioritize tasks, pay close attention to detail, and follow-up on outstanding tasks.

• Ability to work independently as well as in a team environment.

• Demonstrable record of reliable attendance, punctuality and proven successful performance at past and present employers.

• Strong customer service skills and experience.

Preferred Qualifications

• Experience with administrative/business office operations in an academic, healthcare or other medium to large, complex organization.

• Grant pre- and post-award experience preferred.

• Knowledge of NIH and other funding agencies grant structure and application processes.

Additional Details

Regular working schedule Monday-Friday; 8 hours per day between 8am–5pm; in a busy environment with frequent interruptions by staff requesting assistance and information. Will work on campus with a hybrid/flexible work schedule possible after probationary period with supervisor approval.

Benefits 

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

Able to move freely and quickly between various building/research labs, offices (inside and outside) to collect and/or deliver work, mail, etc.; able to lift and carry objects weighing up to 15 pounds; ability to stoop, bend, reach and stretch to access file cabinets and storage units; and to sit and work in front of computer for 2 hours at one time.  

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington. All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact [email protected]