Grants Specialist Job at James Madison University
James Madison University Harrisonburg, VA 22801
$41,500 a year
Position Number 8509 Posting Number S3195 State Role Title Financial Services Specialist I Position Type Classified Position Status Full Time FLSA Status Exempt: Not Eligible for Overtime College/Division Academic Resources Department 539001 - Grant and Contract Accounting Pay Band 4 Pay Rate Maximum Starting Specify Range or Amount $41,500 Is this a JMU Only position? No Is this a grant-funded position? Yes. This is a grant funded position and is contingent upon continued funding. Is this a Conflict of Interest designated position? No
Position Summary Information
General Information
The Grants Specialist at the Office of Sponsored Programs – Administrative Services (OSP-AS) at James Madison University plays a pivotal role in facilitating the growth of external funding by providing expert administrative support to faculty and staff in submitting proposals and administering grants and subawards for research, scholarly, and creative pursuits. The Grants Specialist ensures compliance with state, federal, and university regulations; assists with budget development; coordinates approvals, aids with the preparation and submission of proposal materials, and assists with post-award administrative activities. This position requires exceptional adaptability, effective communication, and a commitment to customer service to meet the needs of various stakeholders in a deadline-driven environment. This position focuses on administrative support and is not a grant writing position.
Duties and Responsibilities
- Review funding solicitation and guidelines for problematic concerns and set expectations and timelines for proposal development and submission.
- Participate in planning meetings and provide one-on-one support to clients.
- Explain regulatory and compliance requirements to faculty, staff, and external collaborators.
- Create precise project budgets aligned with financial standards and verify matching commitments.
- Manage communications with PIs and collect proposal and subaward materials.
- Prepare and review funding application forms and proposal components, ensuring compliance with sponsors’ formatting requirements.
- Submit proposals in eRA Systems or prepare hardcopy submissions and perform data entry.
- Efficiently evaluate sponsor correspondence and provide appropriate responses.
- Provide comprehensive support for funding decisions by submitting necessary information and documents.
- Review incoming award documents for acceptability and flag problematic clauses for review.
- Assist principal investigators (PIs) with pre-award budget revisions/reallocations and obtain official approval signatures.
- Perform data entry for awards and denials and notify relevant university offices.
- Facilitate prior approval requests (no-cost extensions, scope and personnel changes, budget revisions, etc.) and process project correspondence to sponsors promptly.
- Coordinate with the Office of Research Integrity to ensure compliance requirements are met.
- Conduct excluded parties system check and risk assessment for subrecipients.
- Draft subaward agreements and coordinate execution with subrecipient.
- Track all subaward activity and technical reporting requirements.
- Coordinate project end reminder report and assist PIs with non-fiscal closeout reporting.
- Run and distribute reports from database.
- Monitor departmental email, distribute mail, maintain website content, and process student timesheets.
- Maintain access to research administration systems and assist faculty and staff with user access.
- Develop and provide newsletters of current regulations and sponsor news.
- Prepare, distribute, and track funding announcements and sponsor deadlines, including limited submissions.
- Process Material Transfer Agreements (MTAs), Data Use Agreements, Non-disclosure Agreements (NDAs), Memorandums of Understanding (MOUs), Entity Agreements, etc., for university signature approval.
- Ensure meticulous maintenance of files, ensuring all documentation is organized and readily accessible.
Qualifications
Required Qualifications:
Preferred Qualifications:
- Proficiency in Microsoft Office Suite, including Access, and solid skills with Excel.
- Demonstrated superior oral and written communication skills and commitment to professional customer service.
- Applicants must be able to work autonomously within a collaborative network of professionals and prioritize large volumes of work on stringent deadlines.
- The successful candidate must be self-motivated and possess exceptional time-management, problem-resolution, and organizational skills with meticulous attention to detail.
Preferred Qualifications:
- Experience and knowledge of federal, state, and sponsor rules and regulations related to grants and contracts.
- Experience in public speaking or enthusiasm for outreach.
- Grants management or university experience is highly preferred.
- A Bachelor’s degree.
- Certified Research Administrator (CRA) certification and/or Certified Pre-award Research Administrator (CPRA) is preferred, or willingness to obtain within 3 years.
- Experience with JMU systems and processes, including Cascade, HRMS, Payroll, AiM.
Condition(s) of Employment
Employment is contingent upon the successful completion of a criminal background check.
E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.
E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.
Posting Detail Information
Posting Date
05/11/2023
Beginning Review Date
05/19/2023
Closing Date
05/21/2023
Open Until Filled
No
Proposed Starting Date
06/01/2023
EEO Statement
James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.
We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.
Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.
We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.
Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.
Reasonable Accommodation Request
If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or
jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.
Annual Security and Annual Fire Safety Report
Notice of Availability – Annual Security and Fire Safety Report
The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.
The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.
The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically
You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.
The Annual Security and Fire Safety Report contains information regarding campus security and personal safety including topics such as: crime prevention, the university police law enforcement authority, crime reporting policies, disciplinary procedures, protocols for the immediate notification of students and staff upon confirmation of a significant emergency on campus and other matters of importance related to security and safety. The report includes statistics for the most recent three-year period of reported crimes that have occurred on campus; in certain off-campus buildings or property owned or controlled by JMU or its affiliates; and on public property within or immediately adjacent to and accessible from the campus.
The Annual Security and Fire Safety Report includes campus housing fire statistics for the most recent three-year period, a description of each on-campus student housing facility fire safety system, the number of fire drills held during the previous calendar year, policies or rules on portable electrical appliances, smoking, and open flames in student housing; and procedures for student housing evacuation in the event of fire along with other fire safety information.
The JMU Annual Security and Fire Safety Report includes the Harrisonburg campus and the three overseas branch campuses; Florence, Antwerp, and London. It is available electronically
You can obtain a copy of any of this report by contacting the Office of Public Safety, MSC 6810, James Madison University, Harrisonburg, VA 22807 or request that a copy be mailed to you by calling (540)568-6769/6913.
Minimum Reference(s) Required
3
Quick Link for Direct Access to Posting
https://joblink.jmu.edu/postings/14637
Additional Posting Information
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