Position Description:

The Medical College of Wisconsin (MCW) brings a synergy between the best medical education, research and patient care. Tomorrow's discoveries happen right here alongside the very people who bring those lessons to our students. Every bit of knowledge, and every advancement, provides our students with an unprecedented, collaborative learning environment, and helps improve the vitality and care of our communities. In the role of Grants and Contracts Office Coordinator you will be working in our Research Office.

Purpose

The Office of Research helps to facilitate life-saving biomedical research at the Medical College of Wisconsin. Nine distinct units provide specialized support to meet the administrative needs of our investigators and research staff, and together we coordinate, regulate, and monitor research studies. Our Grants and Contracts Office (GCO) unit supports MCW investigators and research staff in submitting competitive, compliant, and high-quality funding proposals.

The Grants & Contracts Office Coordinator serves as a first point of contact for the GCO, and is able to provide first-level assistance or triaging as needed. The Coordinator functions in the key intake role for all grants, contracts, and cooperative agreements. On a daily basis, the Coordinator taps in to their knowledge of standard research administration principles, high-level grants processes, and regulatory and governing bodies to facilitate the grant application pre-award process and ensure a productive and timely office workflow. The Coordinator also provides administrative support to the office as well as project related tasks.

The Coordinator interacts with teams across the institution and has a bird's eye view of institutional grant activity. A successful Coordinator is an ideal candidate for future positions in the Grants Analyst I, II and III job series.

Primary Functions

1. Serve as a GCO liaison with Department Administrators, Principal Investigators, and other personnel across MCW departments to guide and advise on pre-award processes, MCW policies, compliance approvals, and troubleshooting of basic user issues
2. Receipt and Routing of Subaward Agreements:
   • Preparation of outgoing subaward templates: Execute Subrecipient Monitoring process, drafting, tracking, and updating subrecipient agreements in accordance with sponsor and institutional requirements.
   • Follow-up on incoming subawards with prime funders, communications with subrecipient organizations, acceptance of contract and subaward agreements not requiring negotiation.
3. Routing of Grant Award Closeouts: Non-financial oversight and monitoring of sponsored projects technical reporting terms for award closeout.
4. Utilize institutional policies for pre-award, non-financial grant process and sponsor guidelines.
5. • Provide preliminary review of grant submissions in eBridge for compliance with regulatory and governing bodies, accuracy of materials, and completeness with the respective Request for Applications (RFA).
   • Work collaboratively with GCO analysts to circulate and review grant submissions, address areas of concern with department personnel, and ensure high-quality grant submissions.
   • Monitor log-in credentials and access permissions for grants and contracts accounts and sponsoring agency submission systems.
6. Respond to multiple high volume GCO email aliases in a timely manner and triage as needed.
7. Provide administrative support for the Office, including meeting scheduling and coordination, and document and file maintenance.
8. Other duties critical to support the work of the GCO as assigned.

Knowledge - Skills - Abilities

Ability to adapt, prioritize, and multitask in a fast-paced, high-volume, deadline-driven environment. Must have a keen attention to detail, persistent follow through, and strong organizational skills.

Ability to learn and develop a baseline knowledge of relevant federal regulations (i.e., National Institutes of Health, Office of Management and Budget) and institutional policies, and apply routinely to daily work.

Ability to learn and develop understanding of grant components including budgets, funding mechanisms, funding cycles, and submission timelines and deadlines.

Must have data utilization, problem solving, critical thinking, resource management, and writing skills.

Must have interpersonal skills, customer service skills, and ability to work collaboratively with a small team. Ability to maintain balance between positive external relationships and internal personnel while adhering to the requirements of the institution and representing the mission of the GCO.

Experience with grant application system software (i.e., eBridge) is suggested. Web based grant application portal experience is helpful.

#LI-AV1

Preferred Schedule:
M-F 8-5 pm (some flexibility)

Position Requirements:

Specifications

Appropriate experience may be substituted for education on an equivalent basis

Minimum Required Education: Bachelor's degree

Minimum Required Experience: 3 years

Preferred Experience: 3 years of related experience; Grants managements in medical, research or educational environment

Field: Health sciences, business, other administration, or law.

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Pet Insurance
• On campus Fitness Facility, offering onsite classes.
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see:

For a brief overview of our benefits see:

Eastern Wisconsin is a vibrant, diverse metropolitan area. MCW is intent on attracting, developing, and retaining a diverse workforce and faculty body that reflects the community we serve. We value diversity of backgrounds, experience, thought, and perspectives to advance excellence in science and medicine. MCW is a welcoming campus community with a strong culture of collaboration, partnership, and engagement with our surrounding community. For more information, please visit our institutional website at .

MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination
The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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