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Grant Specialist (Post-Award)

at University of Colorado Boulder

Posted: 2/27/2019
Job Status: Full Time
Job Reference #: 15625
Categories: Other/General

Job Description

University of Colorado | CU Anschutz Medical Campus

School of Medicine, Department of Pediatrics, Administration

Grant Specialist (Research Services Senior Professional)

Position #667818 & #758801 – Requisition #15625


* Applications are accepted electronically ONLY at *


The University of Colorado Anschutz Medical Campus seeks individuals with demonstrated commitment to creating an inclusive learning and working environment. We value the ability to engage effectively with students, faculty and staff of diverse backgrounds.


Department of Pediatrics, Administration has an opening for a full-time University Staff (unclassified) Grant Specialist (Research Services Senior Professional) position.


The University of Colorado Anschutz Medical Campus is a public education, clinical and research facility serving 4,500 students, and a world-class medical destination at the forefront of life-changing science, medicine, and healthcare. CU Anschutz offers more than 42 highly rated degree programs through 6 schools and colleges and receives over $500 million in research awards each year. We are the single largest health professions education provider in Colorado, awarding nearly 1,450 degrees annually. Powered by our award-winning faculty, renowned researchers and a reputation for academic excellence, the CU Anschutz Medical Campus drives innovation from the classroom to the laboratory to the delivery of unparalleled patient care. Read CU Anschutz Quick Facts here.


Job Family:

Jobs in this career family provide direct professional support of research activities.  Functions include contracts and grants solicitation and administration, grant/agreement preparation, review and negotiation, regulatory compliance, sponsor communication and post and pre-award management, human subject compliance, research animal management, research laboratory coordination and instruction, environmental health and safety, radiation control, hazardous materials use, disposal and training.


Senior Professionals are responsible for exercising discretion, analytical skill, personal accountability and responsibility in a wide range of areas including academic, administrative, managerial and student services functions. Work involves creating, integrating, applying and sharing knowledge directly related to a professional field.  Work is performed fully independently.


Nature of Work:

The University of Colorado School of Medicine, Department of Pediatrics, Administration, has an opening for a full-time Post-Award Grant Specialist (Research Services Senior Professional) to work at the Anschutz Medical Campus in Aurora.


The Department of Pediatrics is one of the largest Departments in the School of Medicine and is rapidly growing. It includes 38 sections including over 1100 faculty members and over 1500 employees. The Department of Pediatrics has in excess of $69 million in grant awards annually with over $48 million from the NIH (#1 ranked NIH funded Pediatric department in the country).  In FY 2018 the Post-Award Team was responsible for 400 awards (including but not limited to Federal, State, Foundation and Industry) for over 200 active Principal Investigators.  The Post-Award Grant Specialist is part of a team of six total Specialists that oversee the grants management for the entire Department of Pediatrics.  The major function of the position is to provide comprehensive administrative and financial management of sponsored programs to Principal Investigators/ designees within the Department of Pediatrics. It will include fiscal, contractual, and operational responsibilities for the efficient operation of the grant management process.  The position will also be responsible for working closely with other Department of Pediatrics research support personnel within the individual sections to provide training, guidance and oversight.


Examples of Duties

  • Notification of Award
    • Review notice of grant award with Principal Investigator to make note of any special restrictions
    • Work with Principal Investigator to re-budget if sponsor notice of award is less than initially requested
    • Confirm budget information is set up according to approved sponsor budget
    • Review F&A rate and application of costs to total budget as per sponsor's instructions
    • Issue Work Order to Children's Hospital Colorado for services required by project, if applicable


  • Subcontract Administration
    • Establish subcontracts as per notice of grant awards with participating institutions
    • Facilitate the submission and payment of invoices in a timely manner
    • Work directly with subcontractor, Principal Investigator and Post-Award Office to resolve any outstanding issues
    • Notify Principal Investigator of any contractual issues and/or potential problems


  • Payroll and Funding Distribution
    • Work with Principal Investigator proactively to establish correct funding and effort of personnel for each sponsored project
    • Review funding distribution monthly to ensure there are no gaps in funding, while minimizing the need for retro payroll expense transfers (PET's)
    • Make all necessary funding changes each month per payroll deadlines
    • Prepare retroactive payroll expense transfers as per institutional policy and Principal Investigator direction
    • Assist with any necessary corrections required for ePER's (effort reporting certifications)


  • General Post-Award Management
    • Contact sponsors regarding re-budgeting requests, carry-forward requests, etc.
    • Work with the Office of Grants and Contracts regarding late payments and/or late invoicing
    • Prepare and reconcile Federal Financial Reports and Final Expenditure Reports before submission to the Office of Grants and Contracts for submission to sponsor
    • Manage 30, 60, 90-day report to ensure all outstanding items are addressed prior to budget/project end date


  • Reporting
    • Meet with section Principal Investigators on a monthly basis
    • Prepare projection reports, inclusive of a review of revenue, expenditures, available balances and encumbrances
    • Prepare and submit journal entries
    • Develop reconciliation process and communicate to Principal Investigators
    • Assist Principal Investigators on problems as they occur and document trends


  • Closeout
    • Reconcile direct and indirect expenses for projects to ensure all appropriate expenses have been posted to project speed type before close out process
    • Review and reconcile all invoices have been billed and payments have been received
    • Ensure all subcontract invoices have been received and paid, if applicable


  • Other
    • Present quarterly reports to Section Heads providing an overview of budget and cash balances for all active and inactive grants/contracts with outstanding issues needing resolution, as well as all proposals submitted over the last twelve months with updated status
    • Update annual section review information for the prior fiscal year research grant/contract activity, providing an overview of total dollars by sponsor type in expenditures
    • Assist with the annual cFTE setting process/CARE model by providing additional data on research funding for faculty that also have clinical commitments
    • Prepare ad hoc reports as needed


  • Other duties and tasks as assigned

This description is a summary only and is describing the general level of work being performed, it is not intended to be all-inclusive. The duties of this position may change from time to time and/or based on business need. We reserve the right to add or delete duties and responsibilities at the discretion of the supervisor and/or hiring authority.


PLEASE NOTE: Candidates may be responsible for travel expenses related to the interview process and any relocation expenses, if applicable.

Minimum Qualifications: 

·         Bachelor's degree with an emphasis in Accounting, Finance or Business-related major

Substitution: A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis but not for the years of specific work experience.

·         2 years of experience in preparing detailed budgets, expense reports and financial projections

·         Experience in preparing contracts, subcontracts, project agreements, and/or memorandums of understanding

·         Experience using integrated accounting, purchasing and payroll systems


Conditions of Employment:

·         Must be willing and able to successfully pass a 10-panel drug test

·         Must be willing and able to successfully pass a national criminal and sex-offender background check


Preferred Qualifications:

·         Three (3) or more years of advanced or expert level experience with Post-Award grants and contracts management

·         Experience in interpreting and applying policies from multiple levels of authority (federal, state, and institutional) and serving as a resource for others

·         Experience in leading meetings, presenting financial reports and/or making presentations to management

·         Experience working in an academic environment or medical center

·         Experience working with PeopleSoft (HRMS/Finance)

·         Experience using spreadsheets (Excel), email (Outlook) and calendar software


Competencies (Knowledge, Skills, Abilities): 

·         Ability to communicate effectively, both in writing and orally.

·         Ability to establish and maintain effective working relationships with a diverse community and employees at all levels throughout the institution.

·         Outstanding customer service skills.

·         Demonstrated commitment and leadership ability to advance diversity and inclusion.

·         Attention to detail.

·         Time management, independent thought, problem solving, and communication skills are essential.

·         Demonstrated ability to self-manage priorities and be proactive in resolving issues.

·         Demonstrated ability to maintain confidentiality.

·         Strong interpersonal skills and a high level of tact and diplomacy.


Salary and Benefits:

Salary is negotiable and commensurate with skills, experience and tenure with the University of Colorado.


This position is not eligible for overtime compensation


Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.



Total Compensation Calculator: (For specific questions, please contact


Diversity and Equity:

Please click here for information on disability accommodations:


The University of Colorado Denver | Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnic minorities, persons with disabilities and all veterans. The University of Colorado is committed to diversity and equality in education and employment.


The University of Colorado Denver | Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.



Required Application Materials: To apply, please visit: and attach: 1.A letter of application which specifically addresses the job requirements and outlines qualifications2.A current CV/resume3.List of three to five professional references (we will notify you prior to contacting both on and off-list references)Questions should be directed to