Contract and Grants Specialist (0081441T)

University of Hawaii•Honolulu, HI

6d•Onsite

About The Position

This position provides staff support for searching external funding opportunities, assisting with proposal submissions, and managing grants. The role involves project management, budget oversight, ensuring subcontractor compliance, and maintaining databases for grant status and reporting requirements. It also includes organizing meetings for proposal preparation, reviewing grant applications for compliance, and assisting in negotiating contracts. A key responsibility is managing the National Information and Reporting System (NIRS), including monitoring submission timelines, ensuring data entry, and preparing the final report. Training CDS personnel on NIRS and supervising administrative or student staff are also part of the duties. The role requires copy editing documents and supporting faculty in proposal preparation, literature reviews, providing boilerplate information, and preparing budgets in compliance with RFP guidelines. The position is temporary and full-time, with an appointment beginning September 2026 or soon thereafter. Renewal is contingent upon satisfactory performance, department needs, and availability of funds. This is a multi-level recruitment, with duties and qualifications specified for Pay Band A and Pay Band B.

Requirements

Possession of a baccalaureate degree in education, business, communication, psychology or related field and 2 year(s) of progressively responsible professional experience with responsibilities for extramural grant proposals and reporting; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of extramural grant proposals and reporting demonstrated by knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with extramural grant proposals and reporting.
Demonstrated ability to recognize problems, identify possible causes and resolve the full range problems that may commonly occur in the area of extramural grant proposals and reporting.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team members and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
Experience with electronic grant submissions.
Experience with electronic reporting systems (i.e. NIRS Data Reporting System).
Strong organizational skills.
Possession of a baccalaureate degree in education, business, communication, psychology or other related field and 3 year(s) of progressively responsible professional experience with responsibilities for extramural grant proposals and reporting; 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 extramural grant proposals and reporting 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 extramural grant proposals and reporting.
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.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.

Nice To Haves

Familiarity with myGrant system (Pre-Awards).
Familiarity with rules and regulations for state and federal agencies.
Familiarity with GrantSolutions.
Experience working with Foundations.

Responsibilities

Search continually for external funding opportunities that relate to the mission of the organization, interests of the faculty, and needs of the community.
Assist with submitting proposals for all faculty using the UH electronic submission system.
Provide project management, as requested, including budget management, working with subcontractors to ensure satisfactory compliance, providing technical assistance as necessary.
Assist with maintaining database on status of Center on Disability Studies (CDS) grants submitted, funded, ending, reporting requirements.
Initiate, organize, and conduct meetings to review, plan, and prepare funding proposals for submission.
Conduct review of grant applications for compliance with College of Education (COE) policies and Office of Research Services (ORS) requirements.
Pursue and assist in negotiating potential contracts related to CDS work.
Assist with maintaining the National Information and Reporting System (NIRS) national data reporting system including monitoring the timeline for submission of data into the system and ensuring that all staff and faculty complete data entry by June 30 of each year.
Provide assistance with preparing the final NIRS report, reviewing all data entry, identifying errors, duplications, and omissions by the due date of July 30 of each year.
Provide training to CDS personnel in use of the NIRS system.
Provide supervision for other administrative or student staff, as assigned.
Copy edit documents.
Provide support to faculty in preparing proposals, literature reviews, providing boilerplate information, prepare budgets ensuring compliance with submission guidelines pertaining to research designs, grant narrative, deadlines, and specific requirements of request for proposals (RFP).
Perform other duties as assigned.
Oversee and maintain the National Information and Reporting System (NIRS) national data reporting system including monitoring the timeline for submission of data into the system and ensuring that all staff and faculty complete data entry by June 30 of each year.
Prepare the final NIRS report, reviewing all data entry, identifying errors, duplications, and omissions by the due date of July 30 of each year.
Consult faculty in preparing proposals, literature reviews, providing boilerplate information, prepare budgets ensuring compliance with submission guidelines pertaining to research designs, grant narrative, deadlines, and specific requirements of the Request for Proposal (RFP).