This posting is for a full-time, 12-month, 40 hours per week, non-exempt position. The Grants and International Programs Administrative Coordinator supports the post-award management and administrative coordination of sponsored projects under the direction of the Director of Grants and Sponsored Projects. This position assists with coordinating grant activities, tracking budget information and deliverables, supporting reporting and compliance processes, and maintaining accurate grant records throughout the lifecycle of awarded grants.
The Grants and International Programs Administrative Coordinator also provides administrative support for funding development activities by collecting and organizing information related to potential external funding opportunities and by meeting with faculty and staff, in coordination with the Director, to document project concepts and funding needs. Information gathered by the Grants and International Programs Administrative Coordinator is compiled and relayed to the Office of Grants and Sponsored Projects for further review and development.
This role requires strong organizational skills, attention to detail, and the ability to coordinate effectively with faculty, staff, and administrative offices in a higher education environment.
Essential Functions
Work Arrangement
This position is currently designated as local remote. An initial on campus training and onboarding period is required to ensure successful integration into the role. After onboarding, remote work may be permitted with ongoing on campus presence for meetings, training, and other responsibilities as needed.
Work arrangements are subject to ongoing evaluation and may be adjusted based on performance and departmental needs.
Grant Coordination and Post Award Support
1. Support the post-award administration of sponsored projects, including tracking grant timelines, deliverables, and reporting requirements.
2. Assist with budget monitoring and expenditure tracking by compiling and reviewing financial information, in coordination with the Director of Grants and Sponsored Projects and University finance offices, to support alignment with approved budgets and sponsor guidelines.
3. Maintain complete and organized grant records and documentation, including award agreements, amendments, correspondence, and internal approvals.
4. Track and communicate key grant deadlines to the Director and project personnel, including technical reports, financial reports, modifications, and closeout requirements.
5. Assist with compliance support activities, including compiling documentation for audits, sponsor reviews, and internal monitoring, under direction.
6. Coordinate with faculty, project staff, finance, and other campus stakeholders to gather information and facilitate communication in support of timely completion of grant requirements.
7. Assist with grant closeout activities, including documentation review and record retention.
8. Provide limited pre-award support as needed, such as gathering required documents or assisting with internal routing, under the direction of the Director.
9. Support the post-award administration of sponsored projects, including tracking grant timelines, deliverables, and reporting requirements.
10. Perform additional duties as assigned.
International Program Support
11. Provide assistance for maintenance of records for study abroad and exchange programs.
12. Develop strategies for supporting students' participation in study abroad programs through grants.
13. Coordinate housing for short-term visitors. This will include check-in and out, and handling of keys.
14. Perform additional duties as assigned.
Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Competencies
1. Attention to Detail and Accuracy
2. Organization and Time Management
3. Technical Proficiency (including Excel, Workday, SharePoint, Adobe, and document management systems)
4. Communication Skills
5. Collaboration and Coordination
6. Professional Discretion and Judgment within Established Guidelines
7. Reliability and Accountability
8. Flexibility
Supervisory Responsibility
This position has no current supervisory responsibilities.
Work Environment
This position is local remote, allowing for remote work with required on-campus training and monthly on-campus meetings. Regular, predictable, and reliable attendance is required either physically on campus or via video conferencing software.
Physical Demands
This position is primarily sedentary and performed in an office or remote environment. Physical demands are minimal and consistent with the use of standard office equipment.
Position Type and Expected Hours of Work
This is a full time staff position. General hours of work are scheduled Monday through Friday between 8:00 a.m. and 5:00 p.m.
Travel
A valid U.S. driver’s license with a safe driving record is required for occasional on campus or local travel.
Required Education and Experience
1. High school diploma required.
2. Strong organizational skills and attention to detail.
3. Ability to manage multiple tasks and meet deadlines.
4. Effective written and verbal communication skills.
5. Proficiency with word processing and spreadsheets.
Preferred Education and Experience
1. Bachelor’s degree preferred, preferably in business administration, finance, public administration, communications, or a related field.
2. Experience in grant coordination, post-award administration, budgeting, compliance, or project coordination preferred but not required.
3. Experience in higher education, nonprofit, or public sector environments a plus.
For optimal consideration of your applicant file, faculty applications must include a cover letter; current Resume or Curriculum Vitae; a statement of teaching philosophy; and the contact information for three professional references with your application. Staff applications must include a current Resume or Curriculum Vitae and cover letter with your application.
The University of Findlay is an Affirmative Action/Equal Opportunity Educator and Employer. It is the university's policy to prohibit discrimination and provide equal opportunity to all employees and applicants for employment, without regard to their race, sex (including gender identity/expression), color, religion, ancestry, national origin, age, disability, veteran status, military or sexual orientation.