Grants/Contracts Coordinator in Portland, Oregon at Oregon Health & Science University

Grants/Contracts Coordinator

US-OR-Portland

Requisition ID: 2026-40730
Position Category: Administrative/Office Support
Job Type: AFSCME union represented
Position Type: Regular Full-Time
Posting Department: Department of Medicine: General Internal Medicine & Geriatrics
Posting Salary Range: Commensurate with Experience
Posting FTE: 1.00
Posting Schedule: Full-time
HR Mission: School of Medicine
Drug Testable: No

Department Overview

The OHSU Division of General Medicine & Geriatrics has built an integrated team practice model for delivering high quality medical care and service to the patients we serve. Primary Care has a mission and values-driven culture, which includes patient care, academia, teaching, research and leadership. Commitment to excellence in patient care is mirrored in the culture, compensation and benefits enjoyed by clinicians and employees. Our practice also includes innovative models for delivering structured care to populations of patients with chronic conditions.

This position will support the research program, including the sections of Addiction, Health Promotions, Primary Care, and Geriatrics. This includes providing support to our principal investigators (PIs) and approximately 60 active awards, together with existing staff.

The position will be responsible for all administrative aspects of grant/contract preparation, management, and close out, as well as expense reimbursement from grant accounts and all post-grant accounting and financials. The incumbent will assist with progress reports. This position requires strong attention to detail and ability to track tasks and move them forward.

Function/Duties of Position

1) Grant Administration – Pre-Award

Interprets Federal/State guidelines and requirements. Works closely with the Office of Proposal & Award Management (OPAM) and with PIs to identify, prepare for, and submit grant, contract, and sub award proposals to various sponsored funding sources, including National Institutes of Health, Centers for Medicare and Medicaid Services (CMS),Centers for Medicare and Medicaid Innovation (CMMI), NIJ, FEMA, private foundations, OHA, and others. Manages all pre-award activities for sponsored funding within the division. Reviews and familiarizes self with Notices of Funding Opportunities, and serves as the NOFO subject matter expert for PIs and research staff. Under the direction of the PI and in collaboration with the research team, reviews budgets based on information from multiple sources including verifying salary support needed to conduct the project and reconciling budget with budget justification. Prepares supports documents including face page, biosketches, resources, or other documents as required by funding agency and submits that information into InfoEd, a software for submission of grant proposals. Coordinates institutional grant review with an understanding of institution policies regarding required PI effort, cost sharing, and other related issues. Prepares and coordinates paper and electronic submission of grant applications. Trains and advises office support personnel in the processing of grant applications.

2) Grant Administration – Management/Post-Award

Administers accounting, reporting, and other management requirements with grant recipients or contractors; reviews plans/agreements, schedules, budgets, progress reports, or other grant/contract monitoring instruments to ensure contract or grant project/program performance; identifies and resolves problems; assures appropriate and timely correction of grant administration and/or contract compliance issues. Develops, implements, maintains, and enhances automated financial tracking systems for all departmental research accounts, ensuring that the most recent balances, expenditures, obligations, purchase information and projections are available. Utilizes information available from the University’s Financial Information System and OHSU Foundation. Investigates and explains significant variances and recommends solutions for any variance problems. Has an understanding of 2 CFR 200 (OMB Uniform Guidance) and is able to communicate with OPAM and Principal Investigators about them as needed. Monitors expenditures against budget. Prepares and distributes monthly sponsored project financial reports and counsels PIs and research personnel on accounting issues. Maintains confidential financial information files. Timely communication to leadership of significant fiscal changes including potential changes to coverage of sponsored FTE

3) Grant Administration – Close Out

Ensures a smooth process in close out of grants that includes preparation of final report and documentation that is submitted to sponsor in timely fashion. This includes: 1) Reconciling expenses, 2) clearing encumbrances that remain on account; 3) performing labor distribution (LD) adjustments as required; 4) preparing final account reconciliation for PI and OPAM; and 5) reviewing and correcting or concurring with the Final Financial Reports in a timely fashion.

4) Effort Coordinator

The Grants Contract Coordinator (GCC) will support the PI in preparing reporting of salary and effort for effort certification. This task includes understanding federal guidelines regarding effort, cost sharing, and salary caps. The GCC will make necessary adjustments to salary and effort to be in compliance with university and federal policies regarding reporting that effort. This includes proactively scheduling employee labor on appropriate accounts, calculating and scheduling required cost share based on current limits, and regularly reviewing labor projections and budgets.

5) Research Subcontract Administration

Under the direction of the PI, GCC will Initiate subcontracts in consultation with OPAM; translate program requirements into contract terms; develop or ensure development of contract requirements containing quantifiable specifications and measurable performance criteria; use ‘Request for Proposal’ to gather information from potential contractors leading to the awarding of a contract; represent the agency to potential contractors to negotiate and clarify contract issues; may negotiate within contract service requirements;

compose contract wording, and calculate contract payment rates and amounts.

6) Other duties as assigned by supervisor. This may include division support for manager surrounding other account reconciliation, Journal Entry preparation, processing expense reimbursements, running reports in Oracle and Cognos and researching discrepancies.

Required Qualifications

Education

Bachelor's degree in Business Administration with major courses in Accounting, Finance, or a related field; AND Two years of grant/contract administration experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating and administering public or private service contracts; OR Five years of grants and contracts administration experience

Experience

Two years of grant/contract coordination experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating and administering public or private service contracts.

Job Related Knowledge, Skills, and Abilities

• Knowledge of grant preparation and administration with experience in an academic medical center in the areas of both clinical and basic science.
• Excellent writing and communications skills required.
• Ability to see tasks/projects through to completion and follow up appropriately with relevant stakeholders.
• Must have excellent customer service skills, basic knowledge of financial systems and of computer use.
• Skills in word processing, graphics, and database including Microsoft Office (Word, Excel, Access, and PowerPoint), Adobe Acrobat, and Adobe Photoshop required.
• Able to adapt to ever changing technology and self-motivated
• Businesslike, excellent interpersonal skills in dealing with personnel at all levels
• Ability to successfully manage and meet deadlines is required.
• Must have efficient and organized work habits, and be flexible to handle needs as they arise.

Preferred Qualifications

Job Related Knowledge, Skills, and Abilities

Oracle, Cognos systems knowledge and experience preferred

Additional Details

Working Conditions: May require occasional overtime with pre-approval due to grant deadlines.