Under the general direction of the Senior Director of Research
Administration (SDRA), this position is responsible for the full
lifecycle of grant administration including identification of
funding sources, proposal development and review, pre-award grant
and contract proposal assistance, budget development, proposal
submission, grant and contract award negotiation, sub-award
issuance, and post-award administration (effort reporting, budget
monitoring, COI, etc.) related to funding provided in the
form of grants, cooperative agreements, and contracts from external
funding sources (e.g., federal agencies, state agencies, private
companies, or foundations etc.) in support of research, teaching
and learning, and service mission of the university. Review
proposals and awards and other sponsor documentation for compliance
with applicable sponsor-specific guidelines, federal regulations
and University policies. Prepare negotiated documents for award
processing and acceptance by institution officials. Position
supports the SDRA in the management of internal grant programs. The
responsibilities of the Grants Specialist may change based on
business needs, revisions to the research vision and research
direction of the University.
Essential Duties and
- Promote opportunities for external sponsor support by
identifying funding opportunities and distributing the information
to the campus and/or individual faculty and staff.
- Assist PI/PD’s and staff with preparing grant applications
(NIH, NSF, NIJ, Foundations etc.), including review for accuracy
and completeness to ensure compliance with RFP/solicitation,
reviewing/preparing project budgets and justifications, completing
agency forms, routing for internal approval, uploading and
submitting proposal documents through Cayuse S2S and/or sponsor
on-line systems as necessary.
- Write non-scientific portions of grant proposals, contracts,
subcontracts, and reports as appropriate. This may include but not
limited to administrative and resource sharing core components,
budget, budget justifications, and description of resources and
environment (in consultation with others in and outside of the
Office of Research).
- Coordinate and assist PI/PDs with the collection, collation and
correspondence with sub-award partners for all necessary
documentation and forms related to proposal and contract
submissions (budget, justification, statement of work, biosketch,
- Review and seek approval to execute sponsored agreements,
including research contracts, subcontract, material transfer
- Follow up with PIs of unfunded proposals to address reviewers’
comments and assist with the re-write and re-submission of those
- Communicate with PIs, research staff, and other units (HR,
Accounting, etc.) staff at the onset of each grant award to
initiate grant activity, and budget implementation; take the lead
on working with investigators or staff of funded teams and others
as appropriate to ensure funds are expended in an appropriate and
timely manner to eliminate loss of funding.
- Assist PI/PDs and other project staff with developing and
submitting regular grant related funding agency reports
(performance progress reports, research performance progress
reports, non-competing grant progress reports, no-cost extensions
- Monitor funded projects budgets and update PI/PDs; provide
PI/PDs with budget updates, discuss options for re-budgeting and
providing budget projections.
- Monitor various complex and changing regulations and federal
guidance as it applies to sponsored programs administration in
order to assist in the interpretation and application relating to
pre- and post-award administration of grants, contracts, and
- Develop, coordinate, and deliver activities, including meetings
and workshops, in support of training and outreach to support the
success of sponsored programs including topics, such as locating
funding opportunities, proposal & budget preparation, allowable
costs, and compliance with federal regulations, etc.
- Identify actions requiring sponsor approval and serve as
liaison with funding agencies to resolve questions and problems
that arise during proposal development and the course of a grant
- Track voluntary and committed cost share or matching funds
committed on projects and work with PI/PDs and other departments to
adjust and rectify as necessary.
- Responsible for grant closeout; submit final reports and
certificates (as applicable); coordinates with grants accountant on
all grant closeouts and grant financial issues.
- Manages the University’s sponsored program effort reporting and
certification process; research related conflict of interest (COI)
reporting and approval process; coordinates with staff working on
compliance issues (e.g. IRB, IACUC, BSC etc.) to ensure PI and
others, as appropriate, meet the minimum requirements for sponsored
project actions; requests and monitor PI/PD and staff required
training and other requirements before they engage in sponsored
- Work with Accounting unit staff to maintain the University’s
electronic registration with federal and private agencies to enable
the continuation of electronic proposals submissions.
- Assist the SDRA to develop, review, revise, update and
implement, University policies (time and effort, financial conflict
of interest etc.) plans, processes and procedures related to pre-
and post-award administration of grants.
- Assists the SDRA in the management of faculty focused internal
grants and research support programs including the Faculty Start-up
funds, R&G Award, and SEED Award.
- Track all funded projects (internal and external) to ensure all
deliverables are either on track or accomplished at the end of each
- Provide support to PI/PDs of funded projects in the management
of their projects; provide direct project management assistance on
selected awards as directed.
- Develop and maintain comprehensive databases for all externally
submitted proposals and funded projects. Based on the databases,
perform analyses and prepares reports regarding sponsored programs
for the University administration.
- Participates in and completes all University mandated trainings
- Continually update professional knowledge base by reviewing and
analyzing professional literature, U.S. government publications,
sponsor regulations and guidelines, and participating in
professional development and training opportunities.
- Perform other duties, undertake special projects and
assignments as requested and directed by the Senior Director of
- Participates in and successfully complete all University
required training including, but not limited to
discrimination/harassment and code of conduct.
- Performs other duties as required or assigned by the Senior
Director of Research Administration.
Education and experience:
- Bachelor’s degree required.
- One (1) year of experience in grant and contract administration
- Working knowledge of and/or experience with grant award
lifecycle, inclusive of pre- and post-award actions and experience
with proposal submission with eRA Commons, NSF Fastlane,
Research.gov and/or Grants.gov, etc.
- Knowledge of Uniform Guidance; and federal, state & general
funding agency rules and regulations.
- Able to convey information efficiently and effectively,
including writing, verbal, and presentation skills.
- Able to use logic and reasoning to identify the strengths and
weaknesses of alternative solutions, conclusions or approaches to
- Able to identify complex problems and review related
information to develop and evaluate options and implement
- Ability to plan ahead, prioritize, and work under pressure in a
deadline-oriented environment in which workload ebbs and flows and
can require performance of multiple tasks simultaneously (sometimes
- Strong organizational skills; attention to accuracy and detail;
capable of successfully managing multiple high-priority tasks.
- Attention to accuracy and detail while providing quality and
timely support to constituents.
- Intermediate PC knowledge & skills - Proficiency in
Microsoft Outlook, Excel and Word required; Microsoft Power Point
is desirable; and willingness to learn new technology.
- Excellent interpersonal/human-relations skills.
- Active listening skills including understanding, interpreting
and evaluating information from co-workers, constituents and
- Ability to maintain confidentiality and discretion.
- Commitment to principles of diversity and inclusivity.
Our employees are what make DMU special, so we treat them
well! Our Total Rewards reflect this commitment. Qualified
faculty and staff enjoy outstanding health/medical benefits, a
generous retirement match, flexible work arrangements, tuition
assistance, professional development funding, and access to
wellness facilities with programs that promote a well-balanced
lifestyle. Visit dmu.edu/employment to learn more about our
Founded in 1898, Des Moines University is a premier
medical and health sciences institution comprising of three
colleges– College of Osteopathic Medicine, College of Podiatric
Medicine and Surgery, and College of Health Sciences – that offer
nine graduate degree programs. The programs share a collective
strength — an inclusive campus community where students and faculty
come together in pursuit of knowledge, research and innovation.
Join us as we impact the future of medicine and healthcare in our
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employer. We evaluate qualified applicants without regard to
race, color, national origin, ethnicity, creed, religion, age,
disability, sex, gender, gender identity, sexual orientation,
pregnancy, veteran status, genetic information and other
characteristics protected by law (“protected class”). Applications
from candidates from underrepresented groups are encouraged to
Work Schedule: 8-5 M-F, In-person,
Hybrid, or Remote potential