Administrative Coordinator Pre-Award Grants

Salary Grade

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $23.68 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

Job Description

POSITION OBJECTIVE

Working under general direction, the Administrative Coordinator Pre-Award Grants provides essential administrative, financial, and grant support to the Department of Neurosciences. This position serves as the primary point of execution for procurement and pre-award grant activities, ensuring accurate and timely processing of transactions and submissions. The coordinator is a member of a faculty support team that delivers the highest level of customer service to the principal investigator and lab members in support of their research activities. This position uses independent judgment and problem-solving skills to ensure compliance with sponsor and donor regulations, school and Case Western Reserve University policies, and department procedures. The coordinator supports faculty and administrative staff by managing purchasing, reimbursements, and proposal preparation while maintaining compliance with university and sponsor requirements. This role requires attention to detail, strong organizational skills, and the ability to manage high-volume workflows.

ESSENTIAL FUNCTIONS

• Provide full administrative support for pre-award activities for ~100 submissions annually, including advising and directing principal investigators in preparing grant proposals and applications; preparing estimated budget expenditures; assembling proposal documents (biosketches, budgets, and supporting materials); formatting applications; and uploading submissions to institutional and sponsor systems. Monitor and verify expenditures; ensure compliance with university and sponsoring agency policies and procedures; prepare administrative reports for submission to sponsoring agencies. Ensure compliance with university and federal regulations. (30%)
• Process all departmental purchasing, including approving requisitions and orders up to $5,000 for ~18 labs. Track and reconcile expenses and maintain accurate financial records. Process reimbursements, travel expenses, and honoraria, ensuring compliance with university policies. Maintain documentation for all financial transactions and grants. (30%)
• Provide general administrative support to the department, including maintaining department files, including confidential documents, shared files, and documentation systems. Assist with scheduling and communications. Support operational workflows and maintain high-quality records. Support audits and special projects as assigned. (15%)
• Organize and coordinate departmental events, including retreats, symposia, and guest speaker seminars. Manage requisitions, room reservations, itinerary preparation, logistics planning, scheduling, flyer circulation, catering, registrations, and travel arrangements. Ensure seamless coordination between departments and institutes to maintain an efficient workflow. Provide cross-coverage support for educational events as needed. (10%)
• Assist with facilities-related activities, including supporting maintenance coordination, equipment tracking, and space updates. (10%)

NONESSENTIAL FUNCTIONS

Communicate any changes to policies and procedures to appropriate staff to ensure implementation. (2%)

Assist with clerical updates to the department website and display screens. (2%)

Perform other duties as assigned. (1%)

CONTACTS

Department: Daily and continuous contact with faculty and staff of the Department of Neurosciences for day-to-day support, maintain workflow, manage the production of grant applications, process orders and reimbursements, resolve questions, and communicate policies.

University: Continuous contact with the School of Medicine Pre-Award Services and Agreements and research offices for pre-award submissions and collaborating departments¿ administrative staff for day-to-day resolution of issues that may come up regarding grants and contracts. Occasional contact with the development office to explore funding opportunities;

External: Regular contact with affiliated institutions (VA/University Hospitals/Cleveland Clinic Foundation), federal funding agencies, industrial and nonprofit funding agencies, collaborators, and administrative operations staff at other institutions to facilitate grant applications. Moderate contact with guest speakers, travel and accommodation vendors, and general visitors to exchange information.

Students: Occasional contact with student employees to communicate department policies and procedures and resolve questions.

SUPERVISORY RESPONSIBILITY

This position has no direct supervision of staff employees. May direct the work of students or temporary employees.

QUALIFICATIONS

Education/Experience: High school education and 5 years of administrative work experience, OR Bachelors degree and 1 year of related experience required. Experience in a university or non-profit setting preferred.

REQUIRED SKILLS

• Knowledge of financial spreadsheets and generally accepted accounting principles (GAAP).
• Excellent oral and written communication skills, with the ability to present and articulate ideas clearly. Strong interpersonal skills required.
• Strong organizational skills, including the ability to multitask, prioritize assignments, manage time effectively, and meet deadlines. Must demonstrate attention to detail and accuracy.
• Process confidential information and maintain confidential records.
• Proficiency with computers, including financial spreadsheets, accounting software, Google Workspace, Microsoft Office Suite, and Adobe Acrobat.
• Familiarity with NIH application software, database packages, PeopleSoft, Oracle financial systems, eRA Commons, and Grants.gov is preferred.
• Ability to learn new software programs and applications as needed.
• Demonstrated ability to work effectively in a collaborative environment.
• Strong problem-solving and analytical skills, with sound judgment and effective decision-making abilities.
• Familiarity with federal guidelines and university policies regarding grant proposals and sponsored research reporting requirements is preferred.
• Ability to adapt to shifting priorities, changing demands, and tight deadlines. Flexibility and responsiveness to workload variations and stressful situations are essential.
• Demonstrated courtesy and responsiveness to students, faculty, staff, administrators, and external contacts. Ability to professionally interact with colleagues, supervisors, and customers face-to-face, by email, phone, and video conferencing.
• Knowledge of university policies and procedures, with the ability to exercise tact and discretion when working with students.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to meet consistent attendance.

WORKING CONDITIONS

This position is located in a general office environment with an open-plan cubicle layout. Workstations are situated close to other professionals, including administrative staff, the director, and the department chair. The shared nature of this space means employees experience frequent, daily interruptions from visitors, colleagues, and individuals seeking assistance or information. The environment requires adaptability to the ongoing noise, interruptions, and distractions common in a collaborative, shared workspace. The employee will perform repetitive motions using computer, mouse, and keyboard to type.

This position involves high demands, including the responsibility to complete large assignments with firm deadlines and the ability to manage some tasks with short lead times.

Hybrid work eligibility is available after successful completion of a 90-day orientation period. Occasional additional work hours may be required to meet deadlines. Flexibility is necessary to meet deadlines and respond to extenuating circumstances.

Hybrid Eligibility

This position is eligible for hybrid work arrangement up to two remote days per week at the discretion of the department. New employees may begin a hybrid schedule upon approval from the supervisor, successful completion of an orientation period and signing the remote work checklist certification form.

EEO Statement

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Reasonable Accommodations

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.

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