University of Rochester Grants Coordinator in Rochester, New York


Full Time 40 hours Grade 051 SON Staff/Research Programs


8 AM-5 PM



With minimum direction and considerable latitude for independent judgment and decision making, the Grants Coordinator manages the preparation and submission of grant proposals, contracts and scholarships for School of Nursing faculty, postdoctoral fellows, and graduate students. The Coordinator independently guides the complex components of the grant process. The individual must maintain and develop knowledge of current and nuanced regulations of multiple funding sources at the Federal, State, and local levels; and provide guidance to principal investigators in the interpretation and implementation of internal and external policies and regulations. Additionally, the Coordinator provides administrative oversight for the SON Research Support Grant process and website development/maintenance (in coordination with the web-designing team). This position requires CLASP certification, high proficiency with various software platforms, and excellent communication skills, both written and verbal.


Pre-Award Management

Grant Submission Process

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

Keeps current with all federal, state, and institutional policies and laws, evaluates the impact of changes on the standard operating procedures and guidelines and makes recommendations to the Research Administrator for potential process changes to ensure operational compliance with all applicable regulatory and institution requirements and standards. Demonstrates accountability for continuous learning and maintains CLASP certification.

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

Troubleshoot and rectify issues or concerns with grant submission process. Examines current practices and makes recommendations for changes to center administrator in internal processes to ensure the efficient and smooth operation of pre-award functions.

Other Pre-award Activities

Proactively research and monitor changing federal, state and local funding policies and regulations and report on information. Review NIH updates and ensure all stakeholders are informed of policy and regulation changes. Prepare presentation materials designed to inform and guide Principal Investigators about current policies ensuring the impact of relevant policies are understood.

Responsible for post-submission follow-up procedures and maintaining integrity grant documentation (Other Support, NIH Biosketch, etc.). Includes proof-reading scientific text as needed and responsibility for review entire proposal for compliance in all aspects.

Proactively communicate with principal investigators regarding compliance with NIH public access policy and resolve issues with MyBibliography adding and removing content from biosketches etc. as appropriate,

Just-In-time (JIT) coordination

Utilizing comprehensive knowledge of guidelines of funding source requirements analyze

Just-In-Time (JIT) requests and communicates with stakeholders to secure appropriate documentation for compliance. Determine work plan and prepare documents for final submission.

Progress Report

Assist principal investigator with all components of the report (enrollment data etc.) as appropriate. May include coordinating Progress Report planning meetings; securing documents and analyzing for compliance. Responsible for resolving all discrepancies.

General Administrative Activities

Research Support Grant (RSG)

Provides primary administrative oversight of SON’s intramural research program, Research Support Grant (RSG). Using tact, influence, initiative and judgement to provide guidance and direction to faculty and post-doctoral fellows in completing the submissions and progress reports.

Monitors the Research Support Grant process during all stages of grant cycle, and generates information about proposal status, progress reports, and financial reports.

Independently reviews RSG process, procedures and platform. Evaluates and recommends improvements to ensure system is efficiently meeting the demands and needs of the support mechanism. Selects appropriate software and creates/develops the application in the selected platform, currently using REDCap software.

Maintains proposal information and data using various data management and survey software. Utilizes various data management software required for changes in process/system as well as other database systems (Access) for collection and creation of financial and statistical reports. Designs, develops, implements, monitors and manages systems to ensure accuracy and efficiency of data collection.

Coordinates Executive Review Committee meetings and related items (minutes, reports, etc.). Communicates with Executive Review Committee members and principal investigators regarding proposal status and questions. Responsible for award letters and communication with awardees about final and progress reports.

Website Maintenance and Technical Guidance for Reference Management

Reviews, inputs, and maintains website (Intranet and Internet) data for Center for Research Support. Work closely with IT and web designer to troubleshoot and provide recommendations for improving layout design and efficiency of data entry.

Provides technical guidance to faculty members in updating online CVs, document sharing software, and utilizing Reference Management Software (EndNote, RefWorks, etc.).


Bachelor's degree or an equivalent combination of experience and training, plus 1 to 2 years 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.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Grants Coordinator

Location: School of Nursing

Job ID: 208506

Regular/Temporary: Regular

Full/Part Time: Full-Time