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Grant Program Coordinator - Sarcoma Medical Oncology & General Oncology Research

Sarcoma-Rsch Department 233100
161950 Requisition #
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The primary purpose of the Grant Program Coordinator position is to provide support to Faculty in the administrative and financial management of the large grant, and other grants and funds.  This position impacts the capability of Faculty to reach scientific and administrative goals and is necessary for the success of these programs.


Grant Completion and Processing 

  • Assists the PI, co-investigators and research faculty (RFAs) in processing of collaborative and independent grant applications and renewals, sponsored research agreements, protocols, material transfer agreements, and any other paperwork related to research efforts.
  • Ensures timely and accurate submission of required reports/documents for manuscripts and grants by tracking stages, alerting investigators, and initiating response processes.
  • Possesses knowledge of institutional and external forms and contacts to facilitate completion of projects, assisting faculty.
  • Assists PI and co-investigators in the preparation of the budgets for grant proposals and contractual agreements, particularly including subcontracts with other institutions.
  • Maintains the most current information pertaining to faculty FIS CV, biographical sketch and NIH Other Support documents for annual non-competing applications.
  • Prepares internal and external annual progress reports to NIH, Development Office or the appropriate awarding agency.
  • Oversees and assists with accurate preparation of grant forms and appendices.
  • Proofreads, copies, and edits submitted materials.
  • Ensures that the information collected is accurate, reflects the requested information, and is provided in accordance with specified guidelines.
  • Acts as liaison between the PI and research collaborators.
  • Maintains familiarity with NIH forms and requirements, including up to date knowledge of grant submission through online systems including eRA Commons, ClickGrants, CPRIT, RCTS, Foundation, Proposal Central, and DoD systems (eBRAP).
  • Serves as an expert resource to faculty and administrative staff regarding all application and reporting related issues.
  • Provides ongoing information concerning changes in federal policy, institutional, and divisional initiatives to relevant department staff and grant investigators.
  • Requires knowledge and proficiency in obtaining access to and retrieval of online forms and documentation from state/federal government agencies and private foundations via the internet.
  • Maintains copies of grants and assures that copies of all grant files are saved in Grants Administration folder by PI.

Financial/Administrative Management of Grants & Contracts 

  • Supports the administrative planning for large grant and other grants and funds under the direction of PIs.
  • Provides comprehensive management for all aspects of grant awards and manages funds and fund allocation across multiple projects and reports appropriately.
  • Reviews and reconciles designated large-scale, multi-project grants and research program grants, as identified by the PI, on a monthly basis, to verify accuracy, resolve errors, and ensure adherence with institution, state, local, and federal regulations.
  • Compares chartfield string report expenses with expense documents received for purchases made or services performed.
  • Receives and files electronic funding/expense/supporting documents and chartfield string/project reports, in the designated electronic file(s), as they are received, to ensure that they are accessible when needed.
  • Notifies the PI and DA of any discrepancies and adjustments as necessary, prepares the appropriate memo and supporting documentation to the Accounting Department/appropriate department for signature.
  • Follows up on all discrepancies and adjustments to ensure that corrections are posted to the appropriate company/center accounts.
  • Performs same functions for other designated grants and contracts.
  • Assists PI in the expenditure of funds available through the dissemination of information and guidelines of the various sponsoring agencies.
  • Provides reports and information to PI and team regarding grant status and updates.
  • Uses institutional grant applications including Grants Portal, OBIEE and PeopleSoft to review and track expenditures.

Departmental and Grant Support  

  • Ensures faculty, staff and trainees have NIH eRA Commons IDs for submission and reporting purposes.
  • Uses excellent judgment in determining when an activity requires the attention of the Department Administrator or Chairman and when it can be handled at the “local” level.
  • Works with central department administrative offices including OSP, ORA, GCA and Development with respect to grant submissions, awards, compliance and funding.
  • Responsible for notifying central department administrative office of own time away from office, to include detailed coverage information.
  • Represents department in a professional and appropriate manner within the institution, as well as externally.

Other duties as assigned


Required: Bachelor's degree.

Preferred: Master'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. With preferred degree, one year of experience required.

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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