Grant & Contract Administrator

Brown University

Job Description:

About Brown:
Brown University is a leading research university distinct for its student-centered learning and deep sense of purpose. Our students, faculty and staff are driven by the idea that their work will have an impact in the world. Brown University offers a flexible work/life balance; summer hours, winter break and a comprehensive Benefits package including time off, annual paid holidays; benefits offerings including health, dental, vision, tuition assistance, retirement, wellness, employee discounts and more.  To learn about Brown University’s benefits, visit the University Human Resources web page here for further information.

About the Opportunity:
Grant & Contract Administrator is a member of the Pre-Award team in the University’s Office of Sponsored Projects.  The incumbent is expected to provide direct services to faculty, department managers and all members of the research community.  Responsibilities include reviewing and approving proposals, negotiating and accepting awards, issuing subawards under Brown prime agreements and participating in the implementation of an electronic grants management system. The Grant & Contract Administrator ensures compliance with research policies of both the University and its external sponsors. They are expected to address and resolve all issues that arise during the life of ongoing sponsored projects in a timely manner.

Review and approval of proposals for submission to external sponsors

  • Review proposals for a portfolio of departments which includes a full read of the RFP and supporting sponsor guidelines documents.
  • Provide appropriate University response to RFP terms and conditions as necessary. Ensure proposal meets all the scientific and administrative requirements of the RPF.
  • Assist in the development and verify accuracy of budgets and proposal format submitted to external sponsors. Confirm proposal documents are in compliance with University and funding agency policies, procedures and regulations.
  • Offers guidance to user community on the use of COEUS and various federal and non-federal grants management systems understanding the intricacies of each system.  Facilitate the submission of post-submission materials while providing guidance and interpretation on requirements to faculty and staff. Multitask various timelines for proposal review and submission based on competing internal and external interests.

Negotiate and finalize contracts, grants and other agreement types from domestic and foreign foundation, industrial, federal and other sponsors including Subcontracts, Teaming, Collaboration and Consortia Agreements to ensure University’s compliance with sponsor regulations and University research policy.

  • The Grant and Contract Administrator is the point of contact at the University concerning Sponsored Project negotiations within their portfolio.  This individual must maintain a professional and cordial relationship with the Sponsor, Principal Investigator, Department and all other stakeholders involved with the project.
  • This Individual is required to manage other pressing deadlines (i.e. Proposal Submissions) as well keeping negotiations current and moving along. This individual will negotiate various types of awards, which include contracts, cooperative agreements, and grant agreements with federal, non-profit, corporate, and other external sponsors.
  • Maintains up-to-date negotiation data in grants management system negotiators module  Coordinates review of award language with topic specific experts in Office of Research Integrity, Brown Technology Innovations, Office of the General Counsel, Strategic Purchasing, Contracts, and Insurance Office, and other University officials. Provide timely communication to the Principal Investigators, faculty, department managers, deans, Associate VP for Research, Vice President for Research, Office of Research Integrity, Brown Technology Innovations, Office of the General Counsel, Strategic Purchasing, Contracts, and Insurance Office, and other University officials apprised as necessary and applicable.
  • Negotiations will frequently involve multi-party Collaboration and Consortia Agreements.

On-going sponsored project administration and subaward/subrecipient management.

  • Review, interpret and disseminate regulations, agreement terms and conditions and University policies as necessary and appropriate for sponsored activities.
  • Advise faculty, researchers and staff on issues of compliance utilizing internal and external policies and procedures as well as historical experience on similar issues.  Perform rebudgeting, pre-award spending, no cost extension and prior approval request reviews. Address all issues that arise during project period and coordinate response to external sponsor with input from internal stakeholders.
  • Regularly follow-up on continuation funding, pending award modifications, at-risk advance accounts and open negotiations.  Design, develop, participate and lead outreach and training activities for the campus community of research administrators.
  • Participate in weekly team meetings providing input, as needed, on trends both internal and external to Brown University. May prepare and issue subcontract agreements consistent with appropriate prime sponsor terms and conditions and level of risk assessed.


Education and Experience

  • BS/BA required; 3 to 5 years of research administration experience including negotiation of sponsored research agreements or equivalent education and experience. Experience in research-intensive university or academic medical center is preferred. Experience participating in a grants system implementation is a plus.
  • Knowledge of, NIH eCommons, NSF FastLane,, NASA NSPIRES, Proposal Central and other common eRA portals is expected.  Knowledge of COEUS or other electronic grants management systems is strongly preferred. Proficiency in MS Word, Excel and Adobe Acrobat required.
  • Understanding of “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 CFR 200,  Federal Acquisition Regulation (FAR) and Code of Federal Regulations (CFR)” and content, as well as  federal and non-federal  pre- and post- award guidelines.  Familiarity with subrecipient compliance issues including all aspects of subrecipient monitoring as well as international research requirements, cost-sharing, effort reporting, conflict of interest, salary cap. Knowledge of Export Control Regulations and matters including Conflict of Interest in research, the IACUC and IRB process.
  • Awareness of academic research policies related to federal and non-federal grants and contracts is expected as is ability to review accurately, in detail, grant, contract and all other documents related to research, written procedures and correspondence.

Job Competencies

  • This position requires a candidate who exhibits an engaged and responsible attitude and possesses the ability to work effectively with both faculty and staff members. Key skills of successful candidate will include analytical, critical thinking, planning and organizing, attention to detail and accuracy, excellent follow-through and ability to anticipate needs of the research community including external sponsors.
  • Ability to work well with faculty, department managers and administrators, deans, external agency officials and colleagues within Office of the Vice President for Research. Capacity for high caliber delivery of customer service. Candidate must be self-directed with the ability to prioritize responsibilities and meet multiple deadlines.  Excellent verbal and written communication skills, including public speaking, presentation and training.  High level of attention to detail and ability to successfully multi-task is required.
  • Demonstrated ability to support a community of diverse perspectives and cultures in an inclusive environment

All candidates must submit a cover letter and resume with their application.

All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University.

Recruiting Start Date:

Job Posting Title:
Grant & Contract Administrator

Office of Sponsored Projects

Grade 10

Worker Type:

Worker Sub-Type:

Time Type:
Full time

Scheduled Weekly Hours:

Position Work Location:
Remote Eligible

Submission Guidelines:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.

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EEO Statement:
Brown University is an E-Verify Employer.

As an EEO/AA employer, Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, and caste, which is protected by our University policies.

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