Contract and Grants Specialist

Auburn University, United States

Updated: 2 months ago
Location: Auburn, ALABAMA
Deadline: ;

Position Details
Position Information


Requisition Number S3432P
Home Org Name ACES Admin Offset
Division Name AL Cooperative Extension System
Position Title Contract and Grants Specialist
Job Class Code KE05A-B-C
Appointment Status Full-time
Part-time FTE
Limited Term No
Limited Term Length
Job Summary
The Alabama Cooperative Extension System is seeking candidates for the position of Contracts and Grants Specialist.
The individual in this position provides varied and high level professional and technical support to the Assistant Director for Grant and Program Development and ACES employees for extramural projects including proposal development assistance, review and approval, award review, accounting, and contract and grant management. While previous experience with fast-track community development grants (short deadlines) is a plus, prior experience in banking and/or mortgage/loan application review is also a desirable in a candidate. The successful candidate will have an eye for detail in reviewing financial documents, reading requests for proposals, and rapid submission of grants after review. Working experience in a team environment is a must!
Formal AU title: Specialist, Contracts and Grants I, II, III
EXTENSION: The Alabama Cooperative Extension System is the outreach organization for the land grant mission of Auburn University and Alabama A&M University. Its educational programs grow from these two land grant university campuses to serve the people of Alabama. Science-based educational programs are delivered that enable people to improve their quality of life and economic well-being. Information and programs are available online or in person through all 67 County Extension Offices and at teaching sites throughout Alabama communities. For more information, please see https://www.aces.edu/ .
Reasons you’ll love being a part of the team at ACES – Auburn:
  • Job Satisfaction! Be a part of life-changing work in your community!
  • Excellent full-time benefits that start on Day 1!
  • Medical, dental, and vision insurance options!
  • Work/life balance!
    • 4 weeks of vacation accrued each year.
    • 96 hours of sick leave accrued annually.
    • 7 paid holidays in addition to 2 weeks of paid leave during Christmas/New Years when the University closes.
    • 6 weeks of paid parental leave for the birth or adoption of a child (available for BOTH moms & dads).

  • AU tuition assistance for you and your dependents after a year of service.
  • Generous state retirement plan along with other voluntary retirement plan options and benefits.
  • Fun, flexible & diverse work environment. Every day is different!
  • Supportive leadership & peers. The ACES team supports you and your work!

About Auburn: Auburn was named by Forbes Magazine as one of the state of Alabama’s best employers, with employees staying an average of ten years! Learn more about Auburn’s impact, generous employee benefits, and thriving community by visiting aub.ie/working-for-auburn.

It’s a Lifestyle: The Auburn/Opelika area is a page right out of Southern Living magazine with an idyllic small-town feel, perfecting a unique balance between a close-knit community and driving consistent growth and development. Paralleling the exponential growth of Auburn University, the Auburn/Opelika area boasts services and amenities that cater to any interest. We’re proud of our top school systems, city services, award-winning restaurants, and the infectious spirit of life in a college town. You can find us nestled halfway between the beach and the mountains in a lower-cost-of-living area, two hours outside of Atlanta or Birmingham. If you’re new to Auburn, we’d love to introduce you. If you’re already acquainted with Auburn, we’ll keep it simple: it’s time to come home!

Our Commitment: Auburn University is committed to a diverse and inclusive campus environment. Visit auburn.edu/inclusion to learn more about our commitment to expanding equity and inclusion for all.
Essential Functions
  • Assist the Assistant Director and Extension teams in developing fast-track grants (rapid submission) that are often provided by specific commodity groups, funding partners, state agencies, foundations, and non-profits groups.
  • Manage pre-award requirements for ACES staff including budget proposal/revisions, justifications, cost sharing agreements, no-cost extension deadlines, award-no-proposal packages, award modification requests, and conflicts of interest.
  • Coordinates the execution of contract and grants terms and conditions.
  • Assists in the administrative management of awards by approving and coordinating change orders, time extensions, budget re-allocations, and monitoring reporting from inception to close out on behalf of ACES.
  • Serve as liaison between ACES employees and sponsors to advise and/or assist with the preparation and submission of proposals, review documentation for compliance with university, legal, and cost accounting standards, and other guidelines.
  • Processes and approves contract and grant related documents such as (but not limited to) subcontract invoices for payment to ensure the correct accounting and contractual elements are in place.
  • Assists Assistant Director in implementing a unified communication plan aimed at employee training and capacity building. Communication system may include developing grant tip sheets, e-newsletters, and webinars. Travel to some Extension team meetings and conferences/workshops may be needed at times.
  • Assisting with proposal development, electronic research administration, internal processes and procedures, agency requirements, and award management.
  • Provides proposal review, approval, and submission assistance for outgoing research proposals, ensuring compliance with all federal, state, local, university and private regulations. This includes drafting and review of budget proposals, justifications, and cost-sharing commitments.
  • Work with accounting staff by reviewing federal grant and contract expenditures and interpreting sponsor policies and award documents to ensure compliance with spending and administration guidelines.
  • Assist ACES staff with additional proposal support including all non-technical documentation required by the sponsor, review of technical components for formatting compliance, and completion of sponsor submission system uploads.

Minimum Qualifications


Minimum Qualifications
Level I: Bachelor’s degree in Business, Management, Finance, Accounting or related field with no experience.
Level II: Bachelor’s degree in Business, Management, Finance, Accounting or related field plus 2 years of experience in the management of contracts and grants in a team environment; Experience must include at least 2 years at the preceding level or equivalent.
Level III: Bachelor’s degree in Business, Management, Finance, Accounting or related field plus 4 years of experience in the management of contracts and grants; Experience must include at least 2 years at the preceding level or equivalent.

Substitutions allowed for Education: When a candidate has the required experience, but lacks the required education, they may normally apply additional relevant experience toward the education requirement, at a rate of two (2) years relevant experience per year of required education.

Substitutions allowed for Experience: When a candidate has the required education, but lacks the required experience, they may normally apply additional appropriate education toward the experience requirement, at a rate of one (1) year relevant education per year of required experience.

Minimum Skills, License, and Certifications


Minimum Skills and Abilities
  • Ability to rapidly assist in matching funding agency and Extension priorities to help teams and individuals with fast-moving grants with short deadlines.
  • Experience in preparing budgets and maintaining excel files.
  • Experience working in a research and development setting and managing contract and grant financial processes.
  • Excellent written and verbal communication skills that demonstrate the ability to communicate effectively with people at all levels while demonstrating cross-cultural sensitivity.
  • Strong organizational and critical thinking skills, attention to detail, and demonstrated problem-solving skills.
  • The ability to prioritize multiple tasks, work under pressure with shifting priorities and meet deadlines.
  • The ability to be self-directed and work with minimal oversight.
  • Must be able to collaborate in team environment, convey positive work ethic, maintain diplomatic and respectful interactions with individuals at all levels and from all backgrounds.
  • The ability to maintain confidentiality and use discretion when dealing with sensitive issues and information.
  • The ability to articulate, apply, and enforce applicable university, state, federal laws and regulations and internal policies and processes.
Minimum Technology Skills
Minimum License and Certifications

Desired Qualifications


Desired Qualifications
  • Experience using AU Banner Finance, PeopleAdmin; AU Compass Certification.

Posting Detail Information


Salary Range $35,100 - $68,300
Job Category Administrative
Working Hours if Non-Traditional
City position is located in: Auburn
State position is located: Alabama
List any hazardous conditions or physical demands required by this position
Posting Date 02/20/2024
Closing Date 04/02/2024
EEO Statement
Auburn University is committed to an inclusive and diverse campus environment. Women, underrepresented groups, individuals with disabilities and veterans are encouraged to apply.
AUBURN UNIVERSITY IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER. It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law.
Special Instructions to Applicants
Quick Link for Internal Postings https://www.auemployment.com/postings/43613

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