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Grants & Contracts Specialist

Posted by: La Jolla Institute for Allergy & Immunology

Posted date: Apr-04-2016

Location: La Jolla, CA

Office of Sponsored Research

The Office of Sponsored Research (OSR) serves as LJI’s coordinating office for all Government Agency or Private Foundation externally funded research project proposals submitted by LJI Faculty, Instructors, Postdoctoral Fellows, and Graduate Students.


OSR provides assistance to all LJI research staff during the grant application preparation and submission process (business info, budget, special instructions, etc.).  OSR works to enhance the cooperation and support afforded to all Institute research staff.  Our top priority is to ensure that every LJI investigator’s OSR administrative proponent has the tools and resources necessary for successful proposal submission and award acceptance.  Additionally, OSR operates in close concert with Institute leadership, from corporate officers to other managers, on reports and projections for all manner of cyclical and special ad hoc projects.  On an as needed basis, we also serve as a liaison for LJI PIs on funded projects with the Human Resources, Accounting, Technology Development, Research Relations, and other departments.


Career Opportunity

LJI is looking for a dynamic, self-motivated individual to compliment its existing OSR staff.  The position is temp-to-hire with the understanding that a candidate who successfully completes the probationary period will have a full-time permanent position with full benefits as of Jan. 1, 2017.  If you can deliver outstanding customer service to our world-renown faculty then we want to hear from you.  Compensation will vary based on your previous experience.


Job Summary

Under the Direction of the Manager of Sponsored Research, the Grant & Contracts (G&C) Specialist will facilitate the administrative processes for preparation and submission of all funding proposals to various federal and state agencies, non-governmental organizations, and private foundations, as well as assist with the non-financial post-award administration of grants and contracts awarded to LJI.  The G&C Specialist will work directly with faculty, research staff, internal departments, and LJI management to collect all required information while adhering to sponsoring agencies’ policies and guidelines.  The Grants and Contracts Specialist continually demonstrates a commitment to high-quality customer service and willingness to support faculty, RAAs, department staff, and agency sponsors in all matters related to sponsored research.


Duties & Responsibilities

  • Responsible for performing the pre-award administrative duties of grants and contracts submitted to federal (primarily NIH), state and local government, and private funding agencies.
  • Provides guidance and timelines to faculty regarding solicitation guidelines and reviews proposals for conformity with guidelines.
  • Assist faculty in identifying prospective funding sources and appropriate funding mechanisms based on PI’s position and research interests.  This includes navigating Grants.gov, eRA Commons, Proposal Central, and private foundation websites.
  • Responsible for non-financial post-award administration of grants and contracts awarded from federal (primarily NIH), state and local government, and private funding agencies.
  • Prepares, reviews and amends inter-institutional consortium agreements to initiate a sub-award to a subcontracting institution or obtain flow through funds from another grantee institution.  Also run EPLS/SAM searches prior to issuance of sub-award.
  • Apply specialized knowledge and interpretation of rules, regulations, policies and procedures from funding agencies and combine those with LJI policies.
  • Exercise independent judgment and discretion in the management of grants and contracts.
  • Some examples of duties include: responding and preparing grant/contract/fellowship applications to be submitted to said agencies, responding to Just-In-Time requests; reviewing and interpreting funding documents; submitting progress reports via eRA Commons or other means in the case of non-federal awards; researching, interpreting and applying appropriate funding agency regulations as required by each award; initiating/maintaining contact with funding agencies regarding budget changes, no-cost extensions, prior approval requests; establish budgets for Grants and Contracts Department & Accounting; reviewing, analyzing and preparing reports; maintain documentation for audits; grant/contract closeout.
  • Analyzes the terms, conditions and budget of award documents to identify potential problem areas.  Provide support to Investigators when working with sponsors to resolve administrative questions or misunderstandings.
  • Works closely with funding agency sponsors to respond to inquiries, to explain actions taken /decisions made, and to clarify award terms.
  • Provides content, publishes and maintains the Sponsored Research Office intranet website to serve our faculty and administrative staff.
  • Enters and maintains award data in LJI’s Sponsored Research System (SRS), OSR’s submission schedule, and other databases/spreadsheets on an as needed basis.


Please note:  The above incorporates typical duties performed. It is recognized that other related duties not specifically mentioned may also be asked of OSR G&C Specialists.


What We’re Looking For

The ideal candidate will possess excellent written and verbal communication; capacity to function calmly and efficiently in stressful situations that require tact and diplomacy; a high level of flexibility and analytical ability as well as extremely proficient computer skills.  The ability to report to work on time; follow directions from a supervisor then work independently and efficiently with minimal oversight; interact effectively with a diverse assemblage of professional backgrounds and personalities; understand and follow rules, policies and procedures; accept constructive criticism; and to maintain a productive and positive work environment by acting and communicating in such a manner as to further collegiality amongst everyone with whom you interact.


Bachelor’s Degree from an accredited college or university and six months to two years progressively responsible professional experience either in sponsored research or translatable administrative functions OR any equivalent combination of education and/or experience from which comparable knowledge, skills and abilities have been demonstrably achieved is highly desirable.


Any exposure to Cayuse 424 software, Grants.gov, eRA Commons, and related websites is a plus.

Familiarity with Federal guidelines (specifically, the NIH Grants Policy Statement, FAR clauses, past OMB Circulars A-122, A-110 and A-133, or current Uniform Guidance 2 CFR Part 200) is also a plus.


How to Apply

Interested candidates must submit their CV and professional references enclosed within a single attachment.  Candidates please apply here:


http://www.liai.org/pages/career-positions-grant s-contracts-specialist

Job Title Grants & Contracts Specialist
Post Details
Email bryan(at)lji.org
Employer's Website www.liai.org
Job Discipline Job Discipline -> Immunology
Job Classification Job Classification -> Administration
Job Type Job Type -> Full-time
Location La Jolla, CA
Key Words Grants, Contracts, Specialist, adminstrative
Start Date ASAP
Salary TBD