The main responsibilities of the position are to provide a wide range of administrative support regarding grant seeking, proposal writing, and award management.

Pre-Award Support:

Funding Research & Faculty Outreach :

Proactively research federal, state, and private funding sources. Maintain a matrix of faculty research interests and directly notify faculty of relevant opportunities

Proposal Development :

Write non-technical proposal sections (e.g., administrative, facilities, and budget narratives) and partner with faculty to edit, format, and package competitive grant applications

Systems & Library Management :

Maintain institutional access to electronic submission portals (e.g., Grants.gov , NSF Research.gov , eRA Commons). Manage a searchable library of previously submitted proposals and templates

Compliance Review :

Review all proposals prior to submission to ensure strict alignment with sponsor guidelines, institutional policies, and state/federal regulations. Submit proposal documents for internal NF review

Administrative Liaison :

Coordinate with NCF leadership regarding legislative budget requests or high-profile institutional proposals

Post-Award & Fiscal Management:

Award Setup & Launch:

Notify relevant offices of new awards. Setup budget in Banner for accuracy against the award notice

Financial Monitoring & Forecasting:

Reconcile departmental ledgers against monthly Banner reports. Develop expenditure and forecasting reports for Principal Investigators (PIs) to ensure optimal spending timelines

Transaction Approvals:

Review, determine eligibility, and approve all grant-funded expenditures, including travel, invoices, purchase orders, and P-Card transactions

Cost Share & Matching:

Develop, track, and audit Excel models tracking mandatory or voluntary cost-share commitments. Ensure compliant reporting to sponsors on intermediate and final financial reports

Effort Reporting & Personnel Actions:

Coordinate human resources and payroll actions for grant-funded personnel (undergraduate researchers, summer salary, staff). Ensure timely onboarding, time-sheet approvals, and accurate effort certification

Award Lifecycle Management:

Act as the primary administrative interface with sponsoring agencies. Manage modifications, budget reallocations, and request/justify No-Cost Extensions (NCEs) when necessary

Asset Tracking:

Track, tag, and submit mandatory property forms for equipment and "attractive items" purchased under grant funds per NCF and sponsor guidelines

Closeout & Compliance:

Account Reconciliation:

Proactively identify expiring awards. Audit accounts to resolve outstanding encumbrances, travel advances, and pending receivables to ensure zero deficit

Reporting & Closeout:

Aggregate financial and administrative data to produce quarterly, annual, and final reports. Partner with the Finance Office to formally close accounts in the system

Records Retention:

Manage, archive, and securely destroy physical and electronic grant files in strict accordance with sponsor, state, and federal records retention laws.

Confidentiality:

Maintain absolute privacy and security of sensitive institutional, personnel, and financial data in compliance with FERPA, state laws, and college policy Other duties as assigned Bachelor's Degree + 2 years experience of appropriate experience Master's Degree in an appropriate area of specialization and + 4 years experience of appropriate experience