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Grant Program Coordinator - Epidemiology

Epidemiology 106100
129549 Requisition #
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The primary purpose of the Grant Program Coordinator position is to provide support to the process for large-scale grants and protocols. Impact large scale and/or multiple grant activities for a department.



1. Grant Administration:   
* Provides the appropriate administrative resources to support the grant activities, but are not limited to the following:
* Participates in all grant related activities including pre-award, post-award, progress reports, no-cost extension, close-outs, and grant budgets.
* Participates in the data collection, preparation, submission, review, approval, contract negotiation, activation, regulation, tracking and reporting of and submission of grant and protocol applications and annual reports, according to institutional and external requirements.
* Prepares and submits proposals to the Office of Research Administration or Office of Sponsored Programs.
* Follows through to track RCTS, Click Grant, and Coeus submissions for grant and contract submissions.
* Assists in coordinating grant activities with principal investigators and report status to the manager.
* Creates, coordinates, and reviews application with manager prior to submission to ensure quality, accuracy, institutional compliance, regulatory compliance, and sponsor compliance of all grants.
* Proactively reviews and evaluates grant research plan with Principal Investigators and manager.
* Prepare all grant-related reports and correspondences to the respective agencies.
* Establishes timelines and ensure prompt submission of necessary materials from collaborators. •Coordinates the receipt of materials and prepares necessary reports, including annual and semi-annual reports to NIH or the appropriate awarding agency.
* Proofreads, copies, and edits submitted materials. 
* Prepares biographical sketch for PI and oversees the preparation of biographical sketches for new key personnel added to annual non-competing application for accuracy.
* Responsible for the preparation of grant forms and appendices for the faculty.
* Acts as liaison for faculty with collaborators.
* Collaborates with administrative support staff to ensure faculty active and pending support information is current and accurate.
* Assists in preparation and maintenance of a database of internal and external grant report and continuation deadlines.
* Assists in maintaining a detailed, up-to-date file and list of grant publications.
* Assists in the audit process.
* Maintains familiarity with NIH forms and requirements.
* Knowledgeable of grant compliances, regulations, deadlines, and processes.
* Provides ongoing information concerning changes in federal policy, institutional, and divisional initiatives to relevant program and department staff and grant investigators.
* Attends Grants Administrative Meetings, as well as other research related meetings.
* Serves as a resource to others who participate in the grant process.
* Knowledgeable and proficient in obtaining access to and retrieval of online forms and documentation from internal resources, state/federal government agencies, and private foundations via the internet.
* Maintains copies of grants and assures that copies of all assigned grants are provided for the departmental grants files.

Protocol Administration: 

Provides the appropriate administrative resources to support the protocol activities, but are not limited to the following:
* Assists in composing and submitting protocols for grant-related and sponsored projects.
* Assists in coordinating protocol activities with principal investigators and report status to the manager.
* Reviews each protocol for annual continuing reviews.
* Reviews protocol documents including abstracts, text, and informed consent for relevant information.
* Follows through to track and update PDOL, CORe, and/or PDMS protocol submissions.
* Creates, coordinates and maintains a processing and tracking system for protocols.
* Compose grant-related and protocol-related correspondence as necessary and route appropriately.
* Communicates verbally and in writing, as needed or as requested by the principal investigator of the study, with internal reviewers or external agencies.
* Ensures quality, accuracy, institutional compliance, regulatory compliance, and sponsor compliance of all protocols.
* Assists in modifying consents and submits to IRB.
* Assists in the collection and evaluation of data.
* Assists Principal Investigator in submitting required documents to the Institutional Review Board (IRB) and the Office of Research for continuing reviews and amendments to the protocol as needed.
* Responsible for creating, maintaining, and gathering of all project related regulatory documents, including Informed Consent Forms, protocol-related training certificates of all personnel, protocol approval letters, continuation review approval documents, sponsor issued documents, and email correspondence with other study sites, institutional IRB, FDA, and the study sponsor.
* Serves as a resource to others who participate in the protocol process.
* Knowledgeable of review committees, protocol compliances, regulations, deadlines, and processes.
* Knowledgeable and proficient in institutional clinical research systems.

Grant Financial Administration: 

Provides the appropriate administrative resources to support the grant financial activities, but are not limited to the following:
* Collaborate with finance team to support overall operations of the department’s grant financial processes.
* Submits reports required by funding agencies and Grants and Contract for progress reports and grant closeout.
* Assist with preparing initial grant budgets and reporting budget variances in progress reports.
* Initiate budget adjustments (BAFs) to reduce budget variances by account categories.
* Coordinating with the Legal Department and Grants and Contracts the issuance of subcontracts.
* Communicate with finance team regarding set up of company base centers for each subcontract and invoice payments.
* Maintain up-to-date effort distributions tracking for personnel funded through the department.
* Collaborate with finance team to review free balance reports to address outstanding issues.
* Participates in free balance meetings and in tracking projects.
* Assists finance team in reconciliation of all grant expenditures, ensuring expenditures are appropriate and within the guidelines set forth by the sponsor.
* Collaborates with finance team to maintain financial spreadsheets for designated grants.
* Provides assistance to faculty in the expenditure of funds available through the dissemination of information and guidelines of the various sponsoring agencies.
* Maintains an updated list of study accounts, number of awards, faculty effort on studies, number of submissions, or other statistics as requested by leadership.

Other duties as assigned.


Analytical Thinking - Gather relevant information systematically; break down problems into simple components; make sound decisions.

Self-Adaptability - Work in situations involving uncertainty, shifting priorities, and rapid change; deal constructively with mistakes and setbacks; demonstrate flexibility.

Team with Others - Initiate, develop, and manage relationships and networks; encourage collaboration and input from all team members; value the contributions of all team members; balance individual and team goals.


Service Orientation:
Provide service to our stakeholders, including patients, caregivers, colleagues and each other, in a safe, courteous, accountable, efficient and innovative manner to include:

Promoting inclusiveness and collegiality that demonstrates respect and professionalism to our stakeholders at all times

* Modeling safe, ethical behavior that mitigates risk to the institution through sound business practices, and adherence to MD Anderson’s Standards of Conduct, institutional policies and procedures

* Responding to requests in a timely manner while proactively communicating expectations for procedures, service arrival, or project deliverables to stakeholders

* Using the steps to HEAL (Hear, Empathize, Address and Learn) the relationship when service recovery is needed


Required: Bachelor's degree. 

Required: Three years of extensive administrative experience. May substitute required education degree with additional years of equivalent experience on a one to one year basis. 

Preferred: Financial, grant experience. 

It is the policy of The University of Texas MD Anderson Cancer Center to provide equal employment opportunity without regard to race, color, religion, age, national origin, sex, gender, sexual orientation, gender identity/expression, disability, protected veteran status, genetic information, or any other basis protected by institutional policy or by federal, state or local laws unless such distinction is required by law. http://www.mdanderson.org/about-us/legal-and-policy/legal-statements/eeo-affirmative-action.html

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