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Grants and Contracts Assistant

3 months ago

Louisville, United States Medasource Full time

Job Title: Grants and Contracts Assistant

Location: Louisville, KY (100% Remote)

Schedule: Mon-Friday 8AM-5PM

Duration: 6 month Contract


Seeking a Research Grants and Contracts Assistant with administrative experience to join one of Louisville's major Academic Research centers. Working with the office of sponsored programs, this individual will be responsible for checking the service accounts and keeping grant sponsored portals up to date.


Job Summary:

The Grants and Contracts Assistant (GCA) will join a team of research administrators who provide high quality support to the Office of Sponsored Programs Administration (OSPA). Utilizing excellent customer service and interpersonal skills, this position will work with departmental/unit/school administrative and research support staff, investigators and other university representatives in the processing of externally sponsored programs/agreements. Responsibilities include but are not limited to the intake, assignment and distribution of projects, proposal establishment and tracking, award establishment and modification, and related administrative support.


Essential Duties & Responsibilities:

  • Enter proposal information and updates in the institutional information systems (e.g., PeopleSoft, Workday, iRIS, Cayuse, etc.).
  • Establish chartfields based upon awards/agreements and be responsible for accurate data entry and data maintenance into the institutional information systems.
  • Process award modification transactions within the institutional information systems.
  • Advise investigators and sponsors on the status of proposals and awards, and answer inquiries regarding compliance and university policy, administrative procedures and related aspects of sponsored programs.
  • Perform quality assessment reviews of entries into the institutional information systems. Correct or revise entries as needed.
  • Process closeout and archiving tasks.
  • Monitor email service accounts and phone line. Assign incoming work and distribute to appropriate staff members or units.
  • Run and distribute queries for and assist with OSPA, EVPRI, and university reporting, including office metrics, award receipt, data integrity, preaward guarantees, indirect costs.
  • Perform sponsor establishment and maintenance.
  • Provide backup for other GCAs, GCA Senior and Grants & Contracts Manager.
  • Perform other duties as assigned.

Minimum Requirements:

  • Bachelor's Degree or an equivalent combination of education and related work experience.
  • Proficient in MS Office programs.
  • Zero to two (0-2) years of experience in higher education sponsored programs/research administration.
  • Effective oral, written and interpersonal communication skills.

Preferred Qualifications:

  • Experience with electronic systems and databases (e.g., PeopleSoft Financials, Workday, iRIS, Cayuse)
  • Previous Customer Service Experience