Grants Specialist (2 Positions)

Florida Polytechnic University

1d•Onsite

About The Position

This entry-level to mid-level Specialist reports to the Director, Grants Administration, and is responsible for managing a diverse portfolio of grant projects. The Specialist will collaborate with Principal Investigators (PIs) on grant pre-award and proposal development, post-award financial and compliance management, purchasing and administrative functions, along with reporting and closeout procedures, and other duties as assigned. The Specialist will work with internal and external stakeholders to ensure grant efficiency and compliance throughout the lifecycle, adhering to agency/sponsor guidelines and regulations.

Requirements

Bachelor’s degree from an accredited institution.
Minimum of two years of demonstrated experience with managing budgets, payroll, procurement, purchasing, and/or invoicing.
In lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.
Familiarity with managing budget and/or payroll or invoice functions and transactions.
Ability to interpret and apply federal, state, and sponsor regulations to grant-related situations.
Strong analytical skills to assess budget variances and financial risk.
Prior experience in procuring goods and services via purchase orders.
Proficiency with Microsoft applications (e.g., Outlook, Word, and Excel)
Manage multiple projects and deadlines simultaneously, ensuring compliance with internal and external guidelines while managing time effectively.
Demonstrated client service experience, requiring a very high level of diplomacy and professionalism.
Excellent communication skills with the ability to effectively communicate information clearly and understandably, both verbally and in writing.
Must possess a valid driver’s license.
This position requires a criminal background check, which may include a Level II screening as required by Florida Statute §435.04.
This position is subject to federal and state privacy regulations.

Nice To Haves

Certification in Research Administration (CRA) or a college or university degree in Research Administration.
Prior grant-related experience that includes fiscal monitoring of projects.
Knowledge of OMB Uniform Grant Guidance (UGG) compliance requirements.
Knowledge of Workday ERP system.

Responsibilities

Assist and consult with faculty and PIs during the preparation and development of grant proposals and budgets to sponsored agencies.
Adhere to internal processes leading up to PI proposal submission.
Review proposals, provide recommendations, draft modifications, and interpret funding agency guidelines and any applicable regulations.
Conduct regular reviews of award budgets and complete budget modifications, as needed.
Utilize tracking tools to manage pre-award submissions and post-award projects.
Maintain vendor relationships, serve as a purchasing agent, and manage expenses charged to employee-issued P-Card in accordance with university policy.
Research funding opportunities and disseminate Notices of Funding Opportunities (NOFO) to faculty.
Submit and monitor grant-funded student worker and graduate assistant positions.
Ensure all faculty, appropriate staff, and student workers remain compliant with mandatory research trainings and financial conflict of interest forms.
Initiate grant purchase requisitions and purchase orders as requests are received.
Monitor the department’s general email inbox to address and respond to inquiries.
Create new awards in the university Enterprise system per award guidelines.
Communicate with PI on initial budgetary procedures and advise on contract terms and conditions, and compliance considerations, including reporting requirements.
Perform continuous fiscal monitoring tasks of projects assigned and address outstanding issues.
Review contracts/subcontracts/agreements and contact sponsors to obtain amendments, extensions, or to re-negotiate terms and conditions, when necessary
Gather and submit grant-related data for granting agencies and auditor inquiries.
Consult with university legal counsel on all grant-related signature documents.
Assist with gathering data for reporting requirements and/or progress reports.
Work with procurement, payroll, and/or finance contacts to resolve grant issues
Complete closeout tasks for projects in a timely manner, consistent with established timelines.
Perform other related duties as assigned to support the daily work of the Grants Administration Department.
Other duties as assigned.