Grants/Contracts Coordinator

Department Overview

This position will provide centralized support to the research, grants and contracts, and clinical trials programs within the Department of Medicine (DoM).  The Grants/Contracts Coordinator (GCC) will work with the Associate Vice Chair of Administration, Vice Chair of Research, Department Chair, Division Managers, DoM Education Office, DoM PIs, Medicine residents, and various divisional research teams within the DoM.

The position will be a direct point of contact to the divisions and researchers who are support by the central model by providing direct research pre, post, and/or close out award assistance. The incumbent will work with the AVC and VC to provide consultation to supported Division Managers and staff on research related topics. 

The position provides operational support for grants and contracts (pre/post award), and clinical trials. Collaboration with the central management team including but not limited to: DoM’s Chair, Vice Chairs of Research and Administration, and Finance Administrator. Collaboration with external offices will be required which may include: Office of the Senior Vice President for Research and its centralized support offices such as OPAM, CRSO, CTO, CRBO, Integrity, RFDS, Tech Transfer, CFS, SoM, VAPORHCS, PVARF, and when needed the OHSU Foundation, and departments outside of the DoM on an ad hoc basis. 

This position is intended to be part of a larger centralized department team and will specialize in either pre or post award, depending on the candidate’s background, expertise, and team staffing. Regardless of assignment, the GCC will be cross trained in both pre and post award management.

For pre-award: provide direct assistance to divisions within the DoM that operate without any or very limited research administrative support.  For post-award: provide financial guidance; reports; and projections to Divisions and researchers within the DoM that operate without any or very limited research administrative support. Assist with effort reporting for Divisions as needed and give guidance regarding labor and compliance. Close out award: will be responsible for the close out of awards and projects that are supported by this office/team. May be asked to advise and support others in DoM on best practices for study/grant close out.

For clinical trials: provides direct assistance to divisions within the DoM that operate without any or very limited clinical research administrative support for the administrative pre-award steps (contracting, budgeting, budget tracker setup, and general administrative study setup) and post award (budget monitoring, monthly financial reports, contract amendments, and general administrative maintenance). Does not have direct patient care contact.

Function/Duties of Position

Grants, Research Contracts, and Clinical Trials Administration: 

• Work with PIs, Division Managers, Clinical Trials Office (CTO), and OPAM ensuring proposal components meet compliance standards for both pre and post award. Manage the grant submission process using OHSU systems primarily in InfoEd for Divisions and PI’s who are being supported by the central DoM office. Notify PIs of requirements needed in order for the institution to accept and award and complete account setup.  Facilitates institutional review with an understanding of the funding agency and University policies regarding key personnel, salary requirements, cost-sharing, subcontracts, and sponsorship-specific limitations. Field and disseminate questions from OPAM regarding deficits and surpluses. May be asked to act as a training resource to help other groups in DoM on clinical research and grants administration best practices.

Budgeting, Accounting and Financial Auditing:

• Pre and post award budget development, planning, and maintenance of research related accounts and applications.  Works primarily with supported Divisions and their faculty but also assists at the Department level as requested.
• Provides Division PI(s) and Division Manager(s) monthly budget-to-actuals analysis. Work to ensure fiscal compliance of grants based on granting agency to include spending questions such as allowable/unallowable purchases, budget details, expenditure types and details of spending. Review and report out on overall research financial performance with Division Managers, AVC, DoM Chair and others as directed by the AVC and VC of Research. May be asked to act as a training resource to help other groups in DoM on clinical research and grants financial management best practices.

Reporting and Data Management

• Use Oracle (OGA), Cognos, Webi/Bobj, CANDID, InfoEd and, other sources to develop business reports. Create ad hoc reports as needed and look for reporting improvements. Provide reporting oversight of OPAM effort certification process. Develop internal grant reporting processes to ensure proper grants management and disseminate as needed. May be asked to act as a training resource to help other groups in DoM on clinical research and grants financial reporting.

AVC and VC Central DoM Project Support

• Supports DoM Vice Chairs on initiatives for research in the DoM as needed with direction from the AVC of Administration and VC of Research.

DoM Chair Research Support

• Supports DoM Chair on initiatives for research in the DoM as needed with direction from the AVC of Administration and VC of Research. This position may help support the Chair with grant(s) management and clinical trial(s) portfolio management. 

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.
• Note:  Some positions may also require experience locating sources of available grant funds and developing programs that qualify for those funds.

Preferred Qualifications

• Grant/contract coordination experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating and administering public or private service contracts;
• At least 1-year budget management experience;
• Experience working with a variety of software for databases, spreadsheets and word processing required;
• Experience working cooperatively in teams;
• Experience working under deadline pressure and the ability to maintain a high level of energy in the face of many competing demands.
• Working knowledge of concepts, policies, processes and regulatory requirements associated with the administration of sponsored projects agreements funded from extramural sources. 
• Working knowledge of electronic submission systems and procedures, including NIH eRA Commons, InfoEd, OnCore, eIRB, Grants.Gov, and Proposal Central.
• Ability to work in a quickly changing environment, possess strong analytic/assessment/organizational skills and be able to prioritize multiple responsibilities and deadlines with minimal supervision; 
• Advanced experience using computerized spreadsheets, databases, and word processing applications;
• Ability to understand and interpret complex guidelines quickly and accurately;
• Ability to establish and maintain effective and collaborative working relationships;
• Maintain a high degree of professionalism and customer service in dealing with OHSU faculty, staff and external funding agencies.  
• OHSU experience preferred but not required.
• Academic Medical Center research experience preferred but not required.
• Experience with InfoEd, Ecris, eRA Commons, grants.gov, or other system-to-system submission platform.
• Experience working with federal (including NIH) and foundation grants.
• Pre and post award experience.
• Excellent communication, both written and verbal.
• Familiarity with electronic medical records (preferably EPIC), chart review and medical terminology.
• HR-related competencies including screening, interviewing, and onboarding research staff.

Additional Details

• Monday through Friday schedule during normal working hours. Busy working environment that may include frequent interruptions.  Position is eligible for hybrid remote teleworking and in-person work with schedule to be determined by manager.
• Ability to work on a computer for up to 8 hours a day (with breaks). Ability to sit or stand at a desk for up to 4 hours at a time. Ability to travel across campus for meetings as needed.

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