Grant and Contract Coordinator

Western Washington University•Bellingham, WA

1d•$4,772 - $6,415

About The Position

At Western Washington University, research administration professionals help faculty and staff turn ideas into funded projects that expand knowledge, engage students, and serve our communities. This position offers the opportunity to contribute directly to WWU’s growing research enterprise while working in a collaborative environment that values integrity, clarity, continuous learning, and responsive service. We are looking for a detail-oriented, service-minded professional who can balance compliance, customer service, and problem-solving in a complex university environment. The strongest candidates will bring excellent communication skills, sound judgment, comfort with financial analysis and monitoring, and the ability to explain policies and sponsor requirements clearly to diverse audiences. This is a project position, ending no later than September 15, 2028 per university guidelines. Anticipated continued funding through 2031 is based on grant award documents.

Requirements

Bachelor’s degree or equivalent combination of education and experience.
2–3+ years of experience in grants management, research administration, or financial administration.
Knowledge of federal, state, and sponsor regulations (e.g., 2 CFR 200 Uniform Guidance).
Strong analytical, organizational, and problem-solving skills.
Ability to interpret and apply complex procedures, policies and regulations
Excellent written and verbal communication skills.
Strong customer service orientation and collaborative approach.
Ability to manage multiple priorities with attention to detail and deadlines.
Proficiency with Microsoft Office and ability to learn enterprise systems.

Nice To Haves

3+ years of pre- and post-award research administration experience.
Experience in a higher education or research-intensive environment.
Certified Research Administrator (CRA) or similar credential.
Experience with grants management systems (e.g., Banner, Streamlyne, Workday, or similar).
Experience with contract and subaward administration.
Demonstrated experience in process improvement or data analysis

Responsibilities

Pre-Award Administration: Advise faculty on funding opportunities and sponsor requirements; interpret RFPs/FOAs; develop and review proposal budgets, justifications, and cost-share commitments; coordinate proposal components, including subrecipient documentation; manage internal routing and approvals; ensure submission compliance and timeliness; support faculty in developing competitive proposals and identifying funding sources; and develop and support workshops on grant development.
Post-Award Administration: Coordinate award setup, including account creation, budgets, and project initiation; monitor expenditures for allowability, allocability, and compliance with sponsor requirements; perform account reconciliation, financial analysis, and budget projections; advise PIs on financial status and compliance requirements; process and support post-award actions such as rebudgeting, no-cost extensions, and PI changes; monitor cost share, effort reporting, and subrecipient compliance; coordinate with finance, payroll, and other administrative units; and ensure timely financial reporting and award closeout.
Contract and Subaward Administration: Assist with review, negotiation, and execution of subawards and contracts; support data use agreements and sponsored consulting agreements; ensure agreements align with sponsor requirements and university policies; and coordinate with central offices and external partners on agreement execution.
Advising, Compliance, and Collaboration: Serve as a primary contact for faculty and staff engaged in biomedical research; stay up to date on federal funder policies, procedures, and notices; interpret and apply federal regulations, including Uniform Guidance / 2 CFR 200; provide training and guidance on research administration processes and funder compliance requirements; and collaborate across departments to resolve complex issues.