Pre-Award Coordinator

Job Description

Job Description

Pre-Award Coordinator

Office of Research, Innovation, and Practice

Tsaile Campus

Duty Schedule:

Monday-Friday, 8:00 am - 5:00 pm, evenings and weekends as needed.

Summary/Objective of Position:

Reporting to the Director of Sponsored Projects, facilitate and oversee pre-award activities from the time an opportunity is identified until the proposal is submitted, and work with post-award as necessary. Provide proposal support for investigators across the College's four schools and other units as necessary. Support investigators in developing and submitting proposals with a focus on completing budgets and required federal or other sponsor forms with efficiency, expertise, and providing excellent customer service. Excellent judgment and the ability to act independently and seek guidance as necessary to ensure compliance with Navajo Nation, U.S. federal, state, and local guidelines. Act as a team player, be flexible, and willing to help others with office activities and assist staff members on a regular or just-in-time basis. We are a small team, so cross-training and willingness to do what is needed to succeed are essential

Description of Essential Functions of the Position

Disclaimer: This is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements, or working conditions associated with the job. While this list is intended to accurately reflect the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Submit proposals on behalf of the institution and serve as an Authorized Organization Representative (AOR).
• Meet one-on-one with Program Investigators (PIs) to identify funding opportunities and help develop proposal submission of proposals.
• Co-create and present training materials for research faculty and staff for pre-award activities.
• Assist PIs with budgets, narratives, and any necessary documents for submission of grant opportunities.
• Stay active with professional networks and be cognizant of changes and trends in federal and sponsor regulations that impact the pre-award aspect of the proposal submission process.
• Assist PIs in completing all federal or other forms required by the sponsor, and ensure that PIs have up-to-date institutional information.
• Communication with sponsors, entities, and sub-recipients for proposal submissions, report submissions, prior approval requests, and amendments/revisions through phone, email, and/or AOR portals.
• Work with the Office of Institutional Planning and Reporting and other internal departments was needed, to gather data and statistics that will be helpful to PIs in preparing proposals.
• Complete and/or create internal workload forms and maintain institutional workload inventory.
• Assist with post-submission action items requests from the sponsor, which may be just-in-time, and could be revisions to the budget, scope of work, or additional certifications.
• Help maintain office data information systems by contributing to tracking of progress, submissions, and awards. (Spreadsheets, calendars, etc.).
• Assist with internal communication, newsletters, opportunity notifications, and deadlines.
• Perform other duties as assigned.

QUALIFICATIONS

Education & Experience

Minimum:

• Bachelor's degree, with 3-5 years of administrative/budgeting experience.
• In lieu of a Bachelor's degree, a combination of higher education and administrative experience equaling four (4) years may be considered.
• Three (3) years of full-time administrative experience with strong customer service aspects.

Preferred:

• Master's degree
• 2+ years in pre-award or proposal development.
• Demonstrated budgeting negotiation skills.
• Experience working with a wide variety of people and maintaining positive relations.
• Familiar with the Navajo language.

Knowledge:

• Experience with grants management/research administration tools.
• Basic knowledge of the grant proposal life cycle
• Budgeting in Excel.

Skills:

• Facility with building budgets.
• Analytical, mathematical, and problem-solving skills.
• Able to facilitate negotiations among several stakeholders in budget negotiations.
• Able to coordinate responses to a variety of sponsors/stakeholders.
• Managing multiple priorities simultaneously.
• Review federal guidelines for compliance.

Abilities:

• Be team-oriented.
• Ability to work in multiple disciplines, interdisciplinary and trans-disciplinary environments.
• Maintain excellent relations with the proposal developer and post-award coordinator.
• Maintain a solution-oriented attitude while providing excellent customer service.
• Work well under pressure while maintaining teamwork, accuracy, or customer service.

Physical Requirements, Work Environment & Travel:

• Work in a typical office environment with some travel required.
• Lifting items of 25 lbs or less.
• Expected movement includes bending, sitting, reaching, and walking.

Other Requirement(s):

• Valid driver's license.

Please upload all documents relevant to the position you are applying for. This should include at a minimum;

(1) Resume,

(2) Three - Letters of Recommendation (Dated within One-Year from the Application), and

(3) Copies of Academic Transcripts.

Other documents may be required for the position, for example, if claiming Navajo Preference, upload your CIB (Certificate of Indian Blood) or DD-214 if claiming Veterans Preference. Please upload and appropriately title those documents if the position requires additional certification and/or licensures.

Note: if any documents are missing or not uploaded, your application will not be complete and therefore not considered.