Research and Sponsored Programs Coordinator

$58,685 yearly
Full time Finance

Job Description


 

JOB ANNOUNCMENT

Research & Sponsored Programs Coordinator

Full-Time 12 Months

 

OPEING DATE:

October 21, 2024

REVIEW DATE:

Every Two Weeks

CLOSING DATE:

Open Until Filled

LOCATION:

Main Campus, Building 1

SUPERVISOR:

VP of Institutional Effectiveness and Compliance

SALARY:

$58,685

Indian Preference applies. Except as provided by the Indian Preference Act (Title 25, U.S. Code, Section 473), NWIC supports and provides equal opportunity employment and educational opportunities, regardless of race, religion, national origin, age, sex, marital status, physical or mental disability or status as a special disabled veteran or veteran of the Vietnam era.


 

SCOPE OF WORK

Under the direction of the Vice President of Institutional Effectiveness and Compliance, the Research and Sponsored Programs Coordinator plans and manages activities and services for the Office of Sponsored Program and provides support to the Office of Institutional Effectiveness, which includes Institutional Research and broadly provides information and services related to grant activities for large segments of the college population including administrators and faculty in coordination with the Grants Coordinator. Work in coordination with Grants Compliance Officer regarding grant compliance issues related to grants, contracts, subawards (incoming and outgoing), cooperative agreements, as well as any revisions, etc.

 

DUTIES AND RESPONSIBILITIES

 

Office of Research and Sponsored Programs - Support a Resource Development Agenda in alignment with the college mission and core themes.

1.      Work with Grants Coordinator and grant writing team(s) to identify needs, prospective funders, and manage the authorization to pursue funding process.

2.      Enter all grants information into AmpliFund software tracking system and update regularly.

3.      Route any sponsored programs grant revisions to the Compliance Officer for review prior to signing as Authorized Organization Representative (AOR) and sharing with funders.

a.      Coordinate grants compliance issues in AmpliFund with Grants Compliance Officer.

4.     Maintain electronic copies of grant proposals and all grant-actions-specific documents related to active grants; route original award and subaward documents to Grants Accountant and copies to grant managers and their supervisors.

5.     Perform AOR functions as directed by supervisor including assisting with the preparation of institutional information in the grant application, submittal of grant applications and grant reports, and coordinate requests for substantial changes to project(s).

6.     Communicate with granting agencies, grants managers, subrecipient contacts, and other interested parties as appropriate.

7.      Maintain all grants, contracts, and subaward information and documents in Shared electronic folders, and provide PIs with access to their grant folders.

8.      Maintain current grant related information in a grant management software program.

9.      Co-coordinate AOR responsibilities with the VP of Institutional Effectiveness and Compliance, including:

a.       Submitting grant applications through various funding agency portals.

b.      Maintain memberships for various agency portals.

c.       Facilitate the award process, prepare subaward in alliance with PIs, and assist in the negotiating process between PIs and subrecipients associated with their awards.

d.      Support PIs/Co-PIs in their communications with funding agencies.

10. Develop and update fillable forms for easy processing of standard changes to grants, i.e., change of Pl/Co-PI, no-cost extensions (NCEs), etc.

a.       Maintain fillable forms for easy access on the Sponsored Programs webpage as appropriate.

b.      Maintain information on our website to assist staff and faculty with relevant grant related concerns and processes.

11. Assist Capital Campaign Committee with seeking and applying for funding capital opportunities as assigned by the President.

 

Office of Institutional Research and Compliance

1.       Participate in the Institutional Data Management Team to manage data collection in a clear and consistent manner.

a.   Coordinates and schedules meetings, prepares agenda, and maintains minutes and all meeting related documents.

2.       Collaborate with Vice President for Institutional Effectiveness and Compliance and the Director of Institutional Data, Reporting, and Management in collection and dissemination of data as required for institutional reporting and for grant applications.

3.       Assist with preparation of annual institutional reports, such as AIHEC AIMS-AKIS and HERD as well as departmental grant related reporting as required. the Office of Institutional Effectiveness and Compliance with other tasks as assigned including special projects, surveys, data collection, and any potential committee work.

4.       Assist in preparation of departmental reports as needed.

5.       Perform office support tasks as requested.

 

SUPERVISORY RESPONSIBILITIES

1.      Supervise Administrative Assistance for Sponsored Programs and Compliance (AASPC), a position that is shared with the Compliance Officer.

a.    Provide support and direction for entering grant related information into AmpliFund and all other grant file management.

b.   Provide guidance with assimilation of processes and procedures in our office and on campus, such as how to prepare a purchase requisition and follow-through to receiving requested supplies and items.

 

QUALIFICATIONS REQUIRED to perform this position successfully:

•         Associate degree and 5+ years related work experience in higher education involving data collection, records management, and reporting.

•         Demonstrable experience with records management and the ability to create and maintain files for large volumes of information.

•          Basic knowledge of grants processes, i.e., writing, grants compliance, research, and planning; data collection and data delivery.

•          AmpliFund grant management system experience and expertise, or knowledge of maintaining an electronic grant management system.

•         Experience working in a Tribal College; and

•         Good written and oral communication skills.

 

Other Qualifications:

•          Must have a current driver's license and a driving abstract that meets employer qualifications for insurability; Must have the ability to travel to various sites on occasion.

 

Language Skills:

•          Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondenceAbility to speak effectively before groups of customers or employees of an organization.

 

Mathematical Skills:

•          Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

Reasoning Ability:

•          Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

 

Computer Skills:

•         To perform this job successfully, an individual should have knowledge of MS Office especially Word, Excel, and Outlook; Adobe Creativity Suite; Jenzabar; lnfoMaker; and be able to conduct internet research. Basic knowledge and experience with PowerPoint, 0ffice 365 and Office Apps

 

Other Skills and Abilities:

•          Ability to be a self-starter and sustain a high level of activity with minimal supervision.

•          Preference for experience working in Native communities.

 

APPLICATION PROCESS

Interested individuals should submit the following application materials directly to the NWIC Human Resources Office only.

 

1.       Cover letter addressing how you meet the position qualifications

2.       NWIC Application

3.       NWIC Equal Employment Opportunity (EEO) form

4.       Current and complete professional resume

5.       Copies of college transcripts (can submit unofficial copies at time of application)

6.       Three letters of recommendation from persons, who are not members of your immediate family, who have firsthand knowledge of your qualifications for the position

7.       If applicable to the position, provide copies of certificates/licenses/credentials

 

The job announcement and application forms are

available online at www.nwic.edu/about-nwic/employment

or may be requested from and submitted directly to:

 

Human Resources

Northwest Indian College

2522 Kwina Road, Building 26

Bellingham, WA 98226-9278

Telephone/Fax:  360.392.4220

Email:  employment@nwic.edu