Contract and Grants Specialist (Grants Office Coordinator) 0097215

University of Hawaii•Honolulu, HI

3d•Onsite

About The Position

Under the general direction of the Chancellor, the Contracts and Grants Development Specialist coordinates college-wide pre-award grant development and provides professional support for the development, review, routing, and administration of selected College agreements and contracts. The position assists administrators, faculty, staff, and campus units with identifying funding opportunities; assessing institutional eligibility and fit; developing competitive proposals; preparing budgets and supporting materials; coordinating institutional reviews and approvals; and facilitating the timely submission of complete and compliant applications. The position also serves as a central campus resource for selected contracts, agreements, memoranda of understanding, memoranda of agreement, affiliation agreements, partnership agreements, and related documents. The incumbent coordinates document development, internal consultation, administrative review, routing, tracking, renewal, and recordkeeping in collaboration with the responsible campus and University offices. The position does not independently provide legal advice, approve expenditures, obligate University funds, accept sponsored awards, or execute contracts on behalf of the University unless expressly delegated such authority.

Requirements

Possession of a baccalaureate degree in Business Administration, Public Administration, Education, Communications, English, Social Sciences, Economics, or Education or related field and five (5) years of progressively responsible professional experience with responsibilities for institutional research, of which two (2) years of the experience must have been working as a lead for grant management within institutional research or related areas; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices, and techniques in the area of grant management as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles, and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations, and theories and systems associated with grant management.
Demonstrated ability to resolve wide-ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative, and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally, and by preparation of reports and other materials to diverse audiences.
Develops, defines, or applies new or improved techniques, methods, practices, or strategies.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, including administrators, faculty, staff, students, donors, government officials, industry partners, and other individuals
Demonstrated ability to operate a personal computer, apply word processing software and have experience using data analysis software, data visualization tools, survey management software, and/or any related software.
For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations
Demonstrated ability to interpret complex funding announcements, contracts, agreements, policies, regulations, instructions, and procedural requirements.
Demonstrated ability to identify provisions or issues requiring review by legal, fiscal, procurement, risk-management, information-technology, human-resources, or other specialists.
Demonstrated ability to manage multiple complex projects, coordinate contributors and reviewers, establish priorities, and meet firm deadlines.

Nice To Haves

Demonstrated ability to facilitate collaborative working groups through leveraging of technology, including Google products (i.e., Docs, Sheets, Forms, etc.) or Microsoft 365, to enhance transparency among working collaborators.
Demonstrated research abilities pertinent to funding databases, such as the use of Boolean connectors and other search techniques.
Evidence of ability to work in a collegial manner with peers, faculty, department chairs, student support services professionals, and administrators.
Evidence of commitment to Kapi‘olani Community College’s vision of positioning itself as a model indigenous serving institution whose graduates strengthen the social, economic, and sustainable advancement of Hawai‘i and the world.

Responsibilities

Leads the development, planning, and administration of grant management for Kapi‘olani Community College.
Researches and identifies federal, state, county, foundation, corporate, and other public and private funding opportunities for which the College or its programs may be eligible.
Monitors grant databases, agency announcements, notices of funding opportunity, and requests for proposals.
Disseminates relevant opportunities to administrators, faculty, staff, programs, and campus units.
Works with all academic programs, student services, administrative and educational support units to promote successful grant identification and submission
Consults with prospective project leads to assess institutional fit, eligibility, readiness, resource requirements, potential commitments, and alignment with College priorities.
Develops and maintains systems for tracking funding opportunities, internal deadlines, institutional commitments, application status, and submission outcomes.
Coordinates internal processes when a sponsor limits the number of applications that may be submitted by an institution.
Interprets funding announcements and advises proposal teams regarding sponsor priorities, eligibility, evaluation criteria, allowable activities, required components, and submission requirements.
Assists proposal teams with developing project concepts, needs statements, goals, objectives, activities, timelines, performance measures, logic models, evaluation plans, management plans, and sustainability strategies.
Establishes proposal-development schedules, coordinates contributors, clarifies responsibilities, and monitors progress toward internal and sponsor deadlines.
Writes, reviews, and edits letters of intent, concept papers, proposal narratives, abstracts, project descriptions, and supporting materials.
Coordinates institutional, demographic, educational, workforce, and community data needed to support proposals.
Works with project leads and fiscal personnel to develop accurate proposal budgets and budget justifications.
Coordinates required assurances, certifications, representations, letters of commitment, subrecipient materials, and other application components.
Reviews application packages for completeness, responsiveness, accuracy, internal consistency, and compliance with sponsor and University requirements.
Coordinates required College and University reviews and approvals.
Prepares, enters, uploads, and verifies application materials in sponsor and University electronic systems.
Facilitates authorized submission through the University of Hawai‘i Office of Research Services, the Research Corporation of the University of Hawai‘i , the University of Hawai‘i Foundation, or another responsible office.
Assists applicants with sponsor requests for clarification, revised budgets, just-in-time information, and other pre-award follow-up.
Serves as a central point of coordination for selected College contracts and agreements assigned by the Chancellor.
Consults with campus units to identify the purpose, scope, responsibilities, deliverables, resources, timelines, and anticipated outcomes of proposed agreements.
Assists with drafting and reviewing scopes of work, deliverables, timelines, responsibilities, payment provisions, reporting expectations, renewal terms, and other administrative or programmatic components.
Coordinates memoranda of understanding, memoranda of agreement, affiliation agreements, articulation-related agreements, partnership agreements, facility- or service-related agreements, and other assigned instruments.
Determines the appropriate University review and routing process in consultation with responsible offices.
Coordinates review by fiscal, procurement, risk management, legal, information-technology, data-governance, human-resources, academic, and other subject-matter offices as applicable.
Reviews documents for completeness, internal consistency, required attachments, authorized signatories, and conformity with established University processes.
Identifies provisions requiring specialized review, including insurance, indemnification, confidentiality, data security, intellectual property, use of facilities, payments, cost sharing, personnel commitments, student placements, and termination.
Communicates requested revisions and facilitates resolution among campus units, external parties, and reviewing University offices.
Routes final documents for approval and signature by authorized University officials.
Maintains a centralized tracking system for assigned agreements, including responsible parties, review status, execution dates, effective periods, renewal deadlines, reporting requirements, and expiration dates.
Provides advance notice to responsible campus units regarding upcoming renewals, amendments, required reports, or expirations.
Maintains complete and organized records of drafts, reviews, approvals, executed documents, amendments, correspondence, and related materials.
Assists responsible campus units with interpreting administrative requirements and monitoring nonfinancial deliverables, milestones, or renewal conditions.
Refers legal interpretations, procurement decisions, fiscal approvals, disputes, and matters involving institutional authority to the appropriate University official.
Develops and maintains templates, checklists, calendars, guidance materials, workflow documentation, and tracking systems for grant proposals and assigned agreements.
Provides workshops, consultations, and technical assistance to administrators, faculty, and staff concerning proposal development and contract-routing processes.
Develops and recommends College procedures, internal deadlines, and service standards for grant development and agreement coordination.
Tracks and reports grant-development activity, applications submitted, funding requested, awards received, agreement status, renewal dates, and other information requested by the Chancellor.
Evaluates workflows and recommends improvements to increase timeliness, consistency, compliance, transparency, and institutional coordination.
Facilitates the transition of funded proposals to the appropriate project and post-award personnel.
Represents the College on appropriate campus and University committees.
May hire and supervise Grants Office personnel based on funding availability.
Performs other duties as assigned.