Position #: 00142916
Req#: GL16413
Job Description:
Provide administrative support and coordinate activities and services of grants and contracts management. Assist in review and verification in central reporting systems; monitor and evaluate budgets for conformance to Institutional policy. Prepare special reports requested by the Director, Assistant Director or Manager. Make procedural recommendations. Act as a liaison for the Grants and Contracts Management office with internal VMC customers, external customers, University staff, and the community. Manage various office operations; create correspondence; operate and maintain equipment. Maintain data and records to document financial, planning, correspondence, and other information necessary to reflect grant and contracting activities.
Minimum Requirements:
This position requires High school graduate or GED.
Preferred Education:
Bachelor's strongly preferred.
Preferred Skills:
· Advanced computer skills
· Proficiency with database creation and maintenance
· Senior Administrative experience
· Previous grants experience is a plus
"Key Functions and Expected Performances:
• Contract Intake Coordination:
· Coordinate intake of all new submissions from VMC departments and internal customers.
· Exercise responsibility for access to and record-keeping in the central GCM contracts intake account.
· Review submissions for compliance with GCM/VMC requirements for contract processing.
· Ascertain adequacy of documentation, appropriate approvals, identifying contract information for internal and external parties, and scope of work.
· Coordinate directly with internal customers regarding instances of incomplete documentation to ensure that Departments receive correspondence demonstrating missing components.
· Coordinate directly with internal customers to notify them of file completion and set up and ensure continuous customer service.
• Administration of Central GCM Database and OOR reporting data:
· Create new files in database.
· Develop and maintain ongoing expertise in Lotus Notes, PEER, and COEUS Office of Research database.
· Validate and continually update information maintained in databases based on most recent developments including, but not limited to: PI, PI effort reporting percentage, budget, term dates, contract status, next action date, and tracking information.
· Verify data entries against original documentation to ensure validation of weekly reports done in COEUS.
· Initiate correspondence with internal and external customers on contract status updating information in central database as circumstances change.
· Run reports or update entries based upon requests from the Director.
• Communication and Customer Relations:
· Act as a liaison for GCM with University faculty and staff as well as external customers and groups.
· Act as a coordinator for work group activities prioritizing tasks for individual contract analysts as circumstances dictate and provide assistance and feedback to customers in the absence of a Contract Analyst.
· Meet or exceed GCM Measures of Success established for position to achieve customer satisfaction.
· Initiate and respond to correspondence from internal and external customers and work group members answering questions about processes, status, and directing to appropriate areas in VMC if GCM action is not required.
· All communication will be professional and reflect positively on GMC and VMC.
• Oversight and Financial Budgetary Processes:
· Ensure appropriate budget documentation received for processing by the Department of Finance.
· Coordinate securing additional information or clarification from Department as needed.
· Review Center Requests, Budget submissions, Contract Budget, and Department of Finance Hospital Finance Clinical Trial Documentation to ensure reflection of appropriate project identifiers, IDC rates and most up to date HF requirements.
· Prepare 1275 and Center Requests for Director signature and liaison directly with the DOF in conjunction with teh GCM Manager of Clinical Research Facilitation.
· Perform budget calculations and breakdowns to develop data input into COEUS financial reporting systems for each project.
· Ensure integrity of COEUS financial data through routine validations and response to reporting from OOR Informatics or Manager.
• Training and Teamwork:
· Continuously update contract coordinator training materials and guidance documents for conformation to the latest policy and procedure updates.
· Provide training to new coordinators and administrative assistants in GCM as necessary on databases and office policies and procedures.
· Participate in regular work group meetings providing input on workflow and communication issues.
· Participate in GCM committees as necessary, including but not limited to: database committee, website committee or policies and procedures committee.