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We have an exciting opportunity to join our team as a Senior Grants Specialist.
In this role, the successful candidate will be responsible for working with the faculty to process and review grant applications, maintaining database of applications and managing information systems providing up-to-date sponsor policies and regulations. The candidate will be responsible for performing complex grant administration and fiscal management tasks relating to a wide range of grant activities to include interacting regularly with principal investigators/scientist and administrators from academic departments. The candidate will also lead the grant preparation and submission process, oversee and support all aspects of the grants program, as well as conduct ongoing monitoring and evaluations. This position coordinates activities related to the application, sets up grant accounts, management of new awards and continuing grants and/or contracts from a variety of federal, state, and private sources.
- Prepares grant applications and supporting documentation to ensure compliance with funding requirements. Processing and review of grant proposals to include: reviews NIH continuation applications, and assists in review of all other applications; for NIH non-competing continuations, notify investigators of upcoming deadlines; tracks continuation proposals; enters data for all proposals reviewed and maintains electronic database pertaining to applications; ensures budgets in accord with sponsor policies; keeps up-to-date on federal policies, notifies supervisor of changes, and recommends action when necessary and prepares monthly report of continuations activity.
- Reviews and processes sponsor awards for financial and research compliance. Reviews requested actions for compliance with NYU, sponsor and governmental policies and assists the Principal Investigator, research team, and administrative department in attaining appropriate sponsor administrative approvals. Ensures appropriate account set-up, executes necessary changes during the period of performance, and coordinates project closeouts. Engages with departments as needed to insure Human Subjects (IRB), Animal Subjects (IACUC), and rDNA (IBC) compliance. Maintains award and compliance data for SPA records and maintains its accuracy in the internal grants database.
- Tracks status of proposals and provides additional information as required by funding source: facilitates the development and submission of reports in accordance with grantor guidelines; develops and maintains contacts with local, State and federal funding agencies.
- Reports on status of grant processing activities on a regular basis by: preparing summary reports of applications submissions and outcomes; communicates the needs for new policies and procedures to supervisor in a timely manner; communicates reasons for delay in accomplishing a task to supervisor within a reasonable time; meets regularly to review pending proposals and actions to be taken.
- IACUC and IRB compliance approval information: reviews and updates approval database; updates application database; sends certifications of approvals to sponsors in a timely manner; notifies faculty with pending approvals to submit protocols to appropriate institutional committee; and maintains records for grants ensuring compliance with applicable regulations and policies, including with financial reporting and budgeting.
- Interfaces with senior management and program directors to expedite or facilitate internal processing of proposals. Tracks existing grants deadlines, monitors status of progress reports and seeks continuation of grant funding for current programs. Faculty assistance which consists of: for continuation applications, contacts investigators prior to competing deadline to determine whether application will be submitted and if not, why and if a later deadline will be used; contacts investigators to ensure non-competing continuations and competing renewals are submitted on time; assists faculty and administrators in preparation of budgets; provides policies and procedures, compliance information, and RFAs to faculty; responds in a timely manner to faculty requests for information.
- Training programs: provide hands-on training sessions for administrators in preparing budgets, developing proposals, responding to compliance requests; assist in the development of evaluation criteria and the collection of data to measure grant program effectiveness; creates and distributes standards and special reports, studies, summaries and analyses as needed. Participates in the training of new grants specialists and Department Educational offerings to promote faculty, student, and administrative know how.
- Contract issues: assists Contracts Specialists in review and resolution of issues.
- Maintains a current awareness of changes or new Federal regulations; maintains familiarity with trends, issues, and advances in grants administration through periodic review of relevant journals or other literature; consults websites of professional organizations (e.g. NCURA, SRA); readily accepts new responsibilities and assignments; and recognizes when help is needed by others and offers guidance and assistance.
- Performs other duties as assigned.
- To qualify you must have a B.A./B.S. degree and three years of broad grants administration or other relevant experience in all aspects of proposal review.
- Knowledge of grant policies and regulations for the public and private sectors.
- Must be able to meet deadlines and be proficient in the use of computers, including database management, spreadsheets, word processing applications and the Internet.
- Excellent organizational, time management, oral, written, communication/interpersonal skills
- The ability to work with a wide variety of personalities as part of a team.
- Master’s Degree in applicable field (MBA, MPA, MPH, etc.) a plus.
Qualified candidates must be able to effectively communicate with all levels of the organization.
NYU School of Medicine provides its staff with far more than just a place to work. Rather, we are an institution you can be proud of, an institution where you’ll feel good about devoting your time and your talents.
NYU School of Medicine is an equal opportunity and affirmative action employer committed to diversity and inclusion in all aspects of recruiting and employment. All qualified individuals are encouraged to apply and will receive consideration without regard to race, color, gender, gender identity or expression, sex, sexual orientation, transgender status, gender dysphoria, national origin, age, religion, disability, military or veteran status, marital or parental status, citizenship status, genetic information or any other factor which cannot lawfully be used as a basis for an employment decision. We require applications to be completed online.
If you wish to view NYU School of Medicine’s EEO policies, please click here. Please click here to view the Federal “EEO is the law” poster. To view the EEO supplement, please visit https://www.dol.gov/ofccp/regs/compliance/posters/pdf/OFCCP_EEO_Supplement_Final_JRF_QA_508c.pdf for more information. To view the Pay Transparency Notice, please click here.