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University of Rochester Grants Application Coordinator - 229371 in Rochester, New York

Grants Application Coordinator Job ID 229371

Location School of Nursing Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 SON Staff/Research Programs


8 AM-4:30 PM


Position Summary:

With minimum direction and considerable latitude for independent judgment and decision-making, serves as the grants manager for School of Nursing. Leads the complex grant process providing support to faculty, post-doctoral fellows, and doctoral students in the preparation and submission of all grants and contracts. Maintains knowledge of current and nuanced regulations of multiple funding sources at the federal, state, and local levels. Provides guidance to principal investigators in the interpretation and implementation of internal and external research policies and regulations. In collaboration with the web designing team, provides administrative oversight of several components of the research website (e.g., active research projects).

Supervision and Direction Received:

Receives minimal direction from the Research Administrator in the School of Nursing and works alongside the Grants Application Coordinator. Supervised by the Research Administrator.

Specific Responsibilities :

50% Grant Management

  • Provides grant resource guidance to the SON research community (faculty, postdoctoral fellows, and graduate students) by interpreting and applying complex and often fluid grant submission guidelines. Establishes and modifies (when applicable) grant logistics and works collaboratively with principal investigators on planning and forecasting timelines.

  • Works in partnership with center faculty. Provides direction and guidance to principal investigators on nuanced funding source policies, interprets guidelines, and ensures compliance.

  • Manages the grant application preparation and review process by leading Pre-Award planning meetings, monitoring grant application processes during all stages of the grant cycle, and generating information about the proposal status for principal investigators

  • Responsible for review and critique of proposals and ensuring all components are in compliance with guidelines and policies. Independently researches and prioritizes issues and determines appropriate action for problem resolution (in both the preparation and post-submission phases).

  • Effectively communicates and coordinates deliverables with internal and external stakeholders regarding deadlines and required documents. Serves as liaison with Office of Research and Project Administration (ORPA), federal, state, and local agencies and secures required institutional approval for grant submissions and subcontracts.

    15% Just-In-time and Progress Report Coordination

  • Utilizing comprehensive knowledge of guidelines and funding source requirements, oversees Just-In-Time requests. Assists with the preparation and submission of progress reports, working in tandem with applicable faculty and staff. Analyzes documents for compliance and resolves all discrepancies before approving final documents for submission.

    25% General Administrative Activities

  • Stays abreast/knowledgeable with all federal, state, and institutional policies and laws, evaluates the impact of changes on the standard operating procedures and guidelines develops process changes to ensure operational compliance with all applicable regulatory and institution requirements and standards. Demonstrates accountability for continuous learning and maintains CLASP certification.

  • Evaluates and rectifies issues or concerns with grant submission process. Examines current practices and develops internal process changes to ensure the efficient and smooth operation of Pre-Award team

  • Oversees SON compliance with NIH’s public access policy by monitoring adherence.

  • Maintains relationships with ORPA, RSRB, UCAR; federal and state agencies; and other agencies such as private foundations.

  • Meets regularly with Research Administrator and Associate Dean for Research to provide up-to-date grant application status information.

  • Performs other duties and responsibilities as they relate to grants management and administration, as requested by the Research Administrator, Associate Dean for Research, or principal investigator.

    10% Website Maintenance and Reference Management

  • Provides primary administrative oversight of SON’s active projects website. Reviews, inputs, and maintains website data for the Center for Research Support.

  • Represents the Center for Research Support on other SON and UR committees as assigned.

  • Updates reference management libraries (i.e. EndNote or RefWorks) for SON research community and provides training on process/software as requested.


    College graduation or an equivalent combination of experience and training, plus 1 year of related administrative experience required.

    Must have excellent verbal and written communication skills and strong organizational skills and attention to detail; strong interpersonal skills and the ability to work both independently and with a team; demonstrated ability to work with minimum supervision and meeting deadlines.

    Microsoft Office experience, including Word, PowerPoint and Excel spreadsheet functionality; database proficiency, and Adobe Acrobat proficiency preferred. CLASP certification and experience with grant applications (preferably NIH-Assist, Xtrain, and Xtract, Fastlane, etc.) strongly preferred. Knowledge of URGEMS and Workday preferred.

    The University of Rochester is committed to fostering, cultivating and preserving a culture of diversity and inclusion. The University believes that a diverse workforce and inclusive workplace culture enhances the performance of our organization and our ability to fulfill our important missions. The University is committed to fostering and supporting a workplace culture inclusive of people regardless of their race, ethnicity, national origin, gender, sexual orientation, socio-economic status, marital status, age, physical abilities, political affiliation, religious beliefs or any other non-merit fact, so that all employees feel included, equal valued and supported.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled