Coordinator, Grants Management

PRIMARY FUNCTION: Responsible for supporting the Office of Grants Management (OGM) by performing operational, administrative, analytical, and office clerical functions that ensure effective grant administration, regulatory compliance, accurate data collection and reporting, audit support, and efficient office operations.

Supports a variety of OGM functions and provides cross-functional assistance for operational needs and staffing gaps across all OGM teams-Grant Administration, Pre-Award, and Post-Award-to ensure the smooth and efficient operation of the office. Supervises the part-time Administrative Assistant.

Essential Job Functions:

• Performs a variety of operational, administrative, analytical, and clerical functions to support the efficient operation of OGM. Provides flexible support across OGM functional areas to fill operational gaps resulting from staffing shortages and changing workload demands. Responsibilities include processing journal vouchers (JVs), drafting grant financial reporting, and supporting the creation and improvement of OGM internal forms, documentation, procedures, and workflow processes to strengthen operational efficiency, consistency, and compliance.
• Coordinate audit process and documents required for grant audits with SDGM, Director of Grant Program & Compliance (DGPC), and Grants Accounting Manager (GAM). Assist external auditors for the audit process coordination as needed. Organize and maintain records, documents, and data for audits.
• Assist DGPC for Grant Opportunity monitoring process, pre-proposal form, and Grant dashboard system. Update the grant opportunity data in the grant tracking system and generate the report as needed.
• Assist with training new OGM staff for internal grant process overview, forms, and basic Banner system.
• Research and collect necessary data from internal and external resources for pre-award team. Maintain, monitor, and analyze data for grant proposals required for pre-award grants. Responsible for Grant Payroll data/dashboard processing.
• Responsible for updating and maintaining OGM external and internal webpages and grant newsletter.
• Work with GAM, SDGM, DGPC and other departments for Sub-Recipient Monitoring Review/Audit process annually.
• Responsible for monthly grant P-card transaction process including communication with Business Office for the P-card report. Manage monthly DOE cash drawdown requests to the Business Office and process payment transactions posting and CRN invoice payments as needed.
• Manage and maintain office workflow efficiency by supervising part-time staff in scheduling and assigning office projects to expedite work tasks of the office.
• Manage office operations with regard to supply inventory, office relocations, maintenance request & scheduling, work order, etc. Coordinate internal and external meetings and events, setup, communication, and daily clerical tasks as needed. Organize and maintain grant documents in the shared folder or group network drive for the office. Post Journal vouchers (JVs) and upload supporting documents (Xtender) in Banner.
• Manage the new grant award set-up process including set-up in the Banner system, forms, and grant PI binder documents, and the close-out process for post-award grants.
• Oversee or create requisitions for OGM and/or grant programs as needed.
• Oversee the record maintenance and retention for grants and work with the Record Retention Manager.
• Assist in updating and/or creating new OGM internal procedures as needed.
• Coordinate, schedule, and test Grant PI certification trainings
• and provide the certification. Assist SDGM, DGPC, DGD and GAM for grant PI training as needed.

Additional Job Functions:

• Performs other related duties as assigned.
• Organize documents in shared drive for the office.