Grants & Contracts Coordinator

Grants & Contracts Coordinator

Oregon State University

Department: VP for Research (RIP)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Grants & Contracts Coordinator position for the Division of Research and Innovation at Oregon State University (OSU ).

The Research Support Services (RSS ) resides within the Division of Research and Innovation (DRI ) at Oregon State University (OSU ). Its mission is to offer comprehensive support to individuals in top-tier research at OSU , focusing on department or college levels. RSS provides support directly to researchers, serving as the primary administrative contact for investigators, the Office of Sponsored Research and Award Administration (OSRAA ), the research teams, and Financial Strategic Services (FSS ) teams and directly support the research goals of Oregon State University’s strategic plan: https://leadership.oregonstate.edu/provost/strategic-plan.

This position will report to a Grant & Strategic Alliance Manager within Research Support Services under the Division of Research and Innovation (DRI ). This position will provide general, highly detail-oriented fiscal and compliance support to the Research Support Services (RSS ) units under DRI . The position provides focused analytical support to the RSS partners which may include principal investigators, department heads/directors/unit leaders, and other researchers.

This position interacts with personnel in Research Support Services, Office for Sponsored Research and Award Administration (OSRAA ), other Division of Research and Innovation units, as well as other campus personnel supporting sponsored projects. This position will collaborate with the Division of Finance and Administration, College/Center/Department leadership, and principal investigators to provide timely and accurate financial analysis and to ensure compliance with all applicable terms and conditions of sponsored awards. They will also be required to facilitate the preparation, formatting, completion, and routing of administrative, financial, and support components/documents for grant applications to be submitted to external funding agencies. This position plays a critical role in RSS by assisting Principal Investigators (PIs) with both pre-award and post-award activities for their sponsored research activities. This position coordinates the grant application and administration process from proposal development through award receipt, working with the PIs to prepare applications and related budgets according to the sponsor guidelines and in accordance with OSU standards. The incumbent is expected to provide excellent customer service and assistance to OSU’s faculty with a positive, partnership focused approach to relationship building both inside and outside of OSU . The Grants and Contracts Coordinator will actively engage in RSS team meetings, and workgroups, which may include providing input and assistance in streamlining business processes, and will work to meet identified RSS and DRI performance metrics.

Under the supervision of the Grant and Strategic Alliances Manager the Grants/Contracts Coordinator will be responsible for overseeing the financial status and compliance of sponsored awards communicating that information to principal investigators, and working to proactively identify and assist with potential risks and needed actions. These duties will include fiscal management of sponsored projects, reconciling accounts. reconciling accounts, and financial report preparation, working closely with principal investigators and leaders in reviewing accounts and planning future projections, processing award adjustments, final cost auditing and closing.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world

• More research funding than all public universities in Oregon combined

• 1 of 3 land, sea, space and sun grant universities in the U.S.

• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties

• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone

• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates

• 35k+ students including more than 2.3k international students and 10k students of color

• 217k+ alumni worldwide

• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

80% — Pre-Award Grant Support

• Member of a team that reviews, identifies errors, re-checks, and approves, often facing strict deadlines, over 250 research funding proposal budgets annually.

• Applies budget guidelines in accordance with OSU and grantor regulations relevant to salary scales, fringe benefits, indirect costs, and other allowable budget items

• Assist PIs with navigating the full proposal submission process, helping to interpret solicitation guidelines

• Work with other campus stakeholders on process improvements for proposal submission process.

• Work with external stakeholders for submission of collaborative proposals.

• Work with RSS proposal team on developing and refining proposal resources to improve PI experience with the proposal submission process.

• Serve as point of contact for several colleges and units on use and navigation OSU’s electronic research administration (eRA) system, the Beaver Research Hub.

10% – Post Award Grant Support:

• Reviews and verifies grant and contract revenues and expenditures for accuracy and allowability.

• Assists Principal Investigators (PIs) with spend plans and salary distribution forecasts.

• Resolves accounting errors by making appropriate cost transfers, reversals, or correcting entries by adjusting debits and credits; assigning appropriate accounting codes as needed, and ensuring a proper audit trail.

• Assists PIs with budget revisions. Works as liaison between PI, College and Office for Sponsored Research and Award Administration (OSRAA ) as appropriate. Assists PI and OSRAA in monitoring timely close-out of awards.

• Ensures cost share commitments are met under a variety of grant funded projects (each having its own regulations and guidelines). Acts as liaison between OSRAA and PI for invoices, final reports and extensions.

• Monitors expenses on restricted grant funds, identifying potentially unallowable grant and contract costs and makes determination about disposition.

• Manages and monitors requests that come into the general RSS email address

• Prepares and provides financial reports to PIs on a recurring basis, identifies potential issues, and works with PIs on resolution.

10% – Other Duties as Assigned

• Stays current and continues education with OSU policies, guidelines, manuals, and Federal regulations,; other duties as assigned by supervisor.

What You Will Need

• Demonstrated ability to work in a team atmosphere.

• Superior customer service skills are essential for this position.

• Strong computer skills, including Microsoft Excel, are required.

• Excellent written and verbal communication skills.

• Demonstrated strong organizational skills with the ability to take initiative, prioritize workload, and work independently and effectively in a customer‐focused environment with frequent interruptions.

• Demonstrated ability to communicate with inclusivity, both in writing and verbally, with diverse audiences.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

• Experience with Banner, Workday, or Huron Research Suite

• Experience working in a complex and/or heavily regulated operating environment.

Working Conditions / Work Schedule

• This position works in a typical office environment on the OSU campus in Corvallis. A hybrid/remote work arrangement may be considered, with supervisor approval.

Special Instructions to Applicants

To ensure full consideration, applications must be received by April 13, 2026. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Konnie Handschuch at Konnie.Handschuch@oregonstate.edu

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

Transcripts must be submitted for all required and/or related courses. All courses must be from accredited colleges, universities, or private vocational schools. The online application system will allow you to attach your transcripts if the PDF file is 9MB or less. Transcripts must be received by the closing date. If you have trouble uploading your transcripts, reach out to the contact listed.

To apply, please visit: https://apptrkr.com/7037134

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