Grant Program Coordinator - Thoracic Head & Neck Med Oncology

Grant Program Coordinator - Thoracic Head & Neck Med Oncology

JOB SPECIFIC COMPETENCIES

Pre-Award Grant Preparation
Works with the Scientific Project Director to identify search engines that can provide grant submission opportunities. Works to identify research key words and arenas that match with our faculty research interests to provide research submission opportunities. Maintains schedule of clinical/basic science research proposals and projects. Establishes milestones and timeline for each project. Works with Principal Investigators and Grant Program Manager to develop grant and contract proposals including subcontracts per the guidelines of the funding agency. Completes all administrative responsibilities related to completion of the research proposals. Assists the PI in the interpretation of funding agency regulations and requirements. Ensures accuracy and compliance with sponsor regulations and institutional policy.

Edits and proofreads with attention to the budget, justification, abstract and biosketches. Coordinates and prepares all grant application materials, including but not limited to: Performance Sites, Budgets, Budget Justification, Biographical Sketches, Other Support, Resources, and all components of the Research Plan for all investigators. Ensure that application materials are accurate and consistent with department and institutional standards.

Assists in the preparation of requests for waiver in percent effort with salary and monitors compliance. Serves as associate contact for the Office of Sponsored Research/Office of Research Administration concerning policy changes and the resolution of grant submission issues. Assists PI with submission of proposals using appropriate institutional system (Coeus, Fred, etc) and external systems (e.gov systems). Obtains required signatures as needed. Maintains appropriate documentation per proposal, tracks grant through approvals. Provides all JIT information as requested.

Maintains extensive communication with PI and Grant Program Director, regarding decisions around the grant process. Establishes excellent working relationship with internal and external collaborators and support offices. Maintains hands on familiarity with NIH forms, guidelines, and agency changes in process and procedures.
Serves as a resource to faculty and staff regarding all research applications and reporting related issues. Provides ongoing information concerning changes in federal policy, institutional, and divisional initiatives to relevant program, department staff, and grant investigators.

Effectively utilizes knowledge and proficiency in obtaining access to and retrieval of online forms and documentation from state/federal government agencies and private foundations via the internet. Ensure that the information collected is accurate, reflects the requested information, and is provided in accordance with the specified guidelines. Assist with coordination of monthly meetings to discuss grant process and overall goals. Serve as a resource to others who participate in the grant process.

Grant Post Award Processing
Creates new award activity files and maintains copies of project documents and assures that copies of all project documents are provided for the departmental grant files. Provides assistance in post-award monitoring of grants and contracts for adherence to regulations and agency. Prepares and maintains a tickler file of internal and external grant progress reports, continuation deadlines, and financial reporting deadlines. Participates in close out activities. Assists in the correct and timely salary allocation on all assigned grants. Assists in preparing notification or requests for approvals for changes in effort and funding. Provides comprehensive management for grant awards including progress reports and eSNAP submissions.

Sponsored project company/center management.
Monitors balances and tracks income and expenses for department co/centers, auditing debit and credit transactions for accuracy and compliance with established MDACC and external sponsor procedures and regulations. Initiates contact with PIs, departmental representatives, and other agencies or personnel to resolve problems or questions regarding basic accounting data items. Monitor grant-funded salaries and related effort certification, working closely with Program Director on issues of salary and related effort commitments.

Report Preparation
Creates, compiles and maintains personnel and salary spreadsheets for designated grants. Assists in maintaining a database that will provide up-to-date financial information about all departmental grant funding. Assemble data from special financial statements and other reports. In coordination with the Financial Analyst, assists in the preparation of monthly free balance reports, annual financial reports and other special reports, as required by department/division/institutional leadership and per PI/faculty request. Assists in the correct and timely salary allocation on all assigned grants. Assists in preparing of notification or requests for approvals for changes in effort and funding. Key contact for effort reporting. Completes effort reporting on schedule working with faculty to maintain compliance with federal and institution regulations.

Effort Reporting

Assists with the reporting of committed effort on grants. Works with financial team to reconcile retro active personnel actions to match effort reporting analysis.

Other duties as assigned
The position also requires one to anticipate needs, to recognize situations requiring assistance and be able to refer or perform any necessary tasks, and to comprehend the goals of the department/program and take the initiative in making decisions and taking actions to further these goals.

Education Required - Bachelor's degree.

Experience Required - Three years of extensive administrative experience. May substitute required education degree with additional years of equivalent experience on a one to one year basis. With preferred degree, one year of experience required.

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html