Grant Officer INTERNAL ONLY

University of Kansas•Lawrence, KS

7d•Hybrid

About The Position

This specialized position will assist with the day-to-day award administration activities for classified, controlled unclassified information (CUI), and sensitive sponsored activity (“secure”) at the University of Kansas (KULC and KUMC campuses). The Secure Grants Research Officer will work with assigned principal investigators (PIs), units, departments, and centers as well as the Shared Service Centers and other administrative offices to perform post-award secure research activities and act as a liaison for secure research projects with staff in the Office of Risk, Audit and Compliance, the Office of Research, and other campus stakeholders as appropriate. The position will use knowledge of post-award best practices and KU grant systems, policies, and processes, along with security clearance, to provide PIs with accurate and timely information to make decisions and ensure efficient transaction processing and to inform and advise stakeholders. They will also work with sponsoring agencies to submit timely reports and documentation and to act as liaison between the PI and agency on contract and grant administrative issues. The AMS Grant Officer will provide timely and professional services that support or enhance the research service goals of the client units and of the University of Kansas as a whole. This position is responsible for a dynamic, complex research award portfolio with a focus on controlled, classified, and secure research areas. This position is designated as hybrid, meaning some activities may be performed from an agreed-upon off-campus location. Some in-person activities such as meetings with PIs, trainings, position specific secure work, and team meetings will be required. This position supports research activities involving classified and controlled information. Employment is contingent upon the successful completion of a U.S. Government background investigation and the ability to obtain and maintain a Top Secret security clearance or above within 6 months of officially accepting the offer for this role. Applicants must be U.S. citizens and must be eligible for access to classified information under applicable U.S. Government regulations.

Requirements

Bachelor's degree plus a minimum of two years related professional-level work experience OR a high school degree/GED plus a minimum of six years of related work experience.
Experience that required computer, analytical, and problem-solving skills as evidenced in application materials.
Excellent written communication skills as demonstrated by application materials.
Prior work experience that required attention to detail, as demonstrated by application materials.
Existing personnel security clearance or ability, within 6 months of accepting the role, to pass federal background check and obtain security clearance level Top Secret or above.
Experience working with federal, state, and other sponsor regulations related to sponsored projects, including OMB Uniform Guidance, as demonstrated by previous work history.
Demonstrated knowledge of or experience with FAR/DFAR/DEAR, especially clauses that cover dissemination restrictions, information control protocols, CUI, ECs, or Classified Information.
Experience working independently in a research administration environment, as evidenced in application materials.
Experience analyzing budgets and interpreting complex contracts, regulations, and guidelines, as evidenced in application materials.
Experience using a research administration ERP, e.g., PeopleSoft Grants, as evidenced in application materials.
Work experience that required working independently in a team environment, taking ownership of the resolution of problems, being flexible and accountable, managing conflicting responsibilities, prioritizing tasks, and consistently meet deadlines, as evidenced in application materials.
Work experience that required establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment, as evidenced by application materials.
Applicants must be U.S. citizens and must be eligible for access to classified information under applicable U.S. Government regulations.

Nice To Haves

May supervise other staff.

Responsibilities

Examine awards to understand terms and conditions and nuances, review with PI, and administer project by monitoring awards for compliance.
Prepare monthly financial budget reports for PIs.
Based on PI feedback, prepare funding scenarios and conduct expenditure forecasting to aid award management throughout the life of the project.
Maintain accounting records for all awards within your assigned portfolio.
Reconcile all assigned accounts against the PPM and General Ledger monthly.
Coordinate personnel and purchasing activities with the PI and SSC finance and HR Transactions staff; review transactions for alignment with award terms and conditions and cost accounting standards including budget adjustments, journal request changes (JRCs), invoices, check requests, travel and expense reimbursements and purchase requisitions as necessary.
Offer to meet with PIs on a regular basis to provide updates on the financial status of their accounts.
Participate in meetings and events with PIs to maintain knowledge of the unit and relationship with the PIs and staff.
Pre-review effort statements for accuracy prior to final certification by PI/Self-Certifier.
Assist Principal Investigators with budget development for progress reports.
Assist with submission of progress reports, program reviews, and other activities related to the award.
Process project-based funding changes for all assigned units and PI(s).
Identify funding change needs in advance in coordination with PI, Research Centers, HR and by monitoring payroll expenditures.
Monitoring payroll on assigned projects at least monthly to ensure accuracy.
Updating funding for non-pool funded positions within the University HR ERP.
Working with HR Transactions to submit Personnel Action Forms (PAFs) for necessary changes to pool funded positions.
Preparing and submitting the OneRFA form to update funding for non-pool and pool funded positions through the Retro-Active Funding Adjustment (RFA) process.
Submitting and/or processing each funding change transaction type with a high level of accuracy.
Manage workload to ensure payroll deadlines are consistently met.
Act as a liaison between Pre-Award, Contract Negotiations, investigators, relevant campus units, and sponsor for CUI/classified/secure research projects.
Act as secure research subject matter expert for AMS Team, Office of Research teams and other colleagues to support each other and research administration across One KU.
Work with research stakeholders to develop and implement strategic and tactical plans for improving and/or providing support services that enhance secure research operations.
Review and recommend changes to process and procedures to ensure compliance with federal, state, agency, and university policy; prepare and update procedural manuals and related instructional materials as requested.
Act as a liaison between PIs and sponsor to communicate and resolve issues and questions that arise during project lifetime, including but not limited to proposal, agreement negotiation, and award: assessing scope and budget congruency and sufficiency of proposed technology control plans at time of proposal, assessing congruency of agreement and scope of work as well as reviewing DD254 or other secure facility requirement documents at time of agreement negotiation, and working with PI and campus stakeholders to address sponsor questions on expenditures, security compliance, and billing during the life of the award.
Perform all agency interaction for sponsored project, including no cost extensions, renewals, carryforwards, and budget adjustment requests.
Facilitate award setup or budget changes in the financial system as needed in conjunction with Award Processing and Set Up team.
Prepare, review, finalize, and submit annual/final reporting around finances, property, and inventions.
Complete project close, including necessary system actions.
Act as a resource during sponsor and single audit, in conjunction with Associate and Assistant Directors of Award Management and Fiscal Affairs.
Complete subrecipient monitoring, as necessary.
Interpret and communicate post-award research administration policies, procedures, and programs with support from AMS Grant Manager, Associate Director, Award Management, and other Office of Research leadership.
Attend regular meetings, training sessions, and professional development workshops/seminars to keep current policies and procedures relevant to position responsibilities.
Maintain filing in accord with sponsor and university retention policies.