This position evaluates requests for and creates all sub-awards subject to the research terms and conditions, and other federal regulations and non-federal sponsored terms, including complex contractual flow through terms. The position also reviews and ensures accurate & timely submission of University wide sponsored research grant proposals for standard and routine activity such as sponsored basic research grants, and provides administrative oversight for resulting awards.
Supervisor provides objectives, deadlines & specific instructions for new, difficult, &/or unusual work. Work is reviewed upon completion and occasionally to verify technical accuracy & compliance with practice, policy, & procedures. Assistant Grants Officer informs supervisor of on-going progress &/or potentially controversial matters.
Assistant Grants Officer demonstrates an advanced knowledge of skills, methods & practices & some innovation, analysis, & reasoning to choose appropriate alternatives from among pre-defined policies & procedures to complete work that includes successive steps & involves some non-routine problems &/or decisions.
This position evaluates requests for and creates subaward agreements, ensuring full compliance with the issuance of sub- awards with the following considerations: Principal Investigator's (PI) needs and proactively identified special considerations; review and assessment of incoming award terms for appropriate flow down to sub-recipients; conducts and documents risk assessments of all sub-recipients by project, with low or elevated risk determinations used to create subaward agreement terms that will provide opportunities for appropriate controls and monitoring. Unusual circumstances are flagged and addressed internally (and externally as needed), and alternative language and compelling explanations for alternate terms desired by University are incorporated into the subaward agreement and/or documented to the University file. Utilizes University proposal/awards system in support of subcontract workflow and metrics; review of subcontract transactions for post execution processing including FFATA reporting, completes data entry and ensures data integrity associated with subcontract transactions; communication with internal and external parties regarding routine subcontracting matters; and compiles necessary documentation in support of institutional review and signature.
Resolves standard and routine compliance problems & issues involving associated University policies & practices regarding subcontracting. Demonstrates knowledge of federal regulations related to research administration, including 2 CFR 200 (Uniform Guidance), Federal-Wide Research Terms and Conditions; other major federal funding agency guidelines; and major sponsor electronic systems such as grants.gov, eraCommons, and FastLane.
Ensures compliance with University, federal and other agency regulations, policies, forms and guidelines for the conduct of research. Monitors and communicates changes implemented by sponsors. Determines that all University & sponsor requirements have been met prior to University's endorsement & submission of proposals and acceptance of awards. Authorized to initiate contact with agency policy offices for policy clarifications. Offers advice and assistance to faculty and assumes full level of contact with faculty.
Subcontract funds budgeting/allocation in University financial enterprise system; proposal, award, and post award administration of grant &/or contract activities including reviewing account establishment; tracks formal re-budgeting; monitors projects for under and over spending; participates in account close-out activities; communicates with PI, other unit and project personnel, other OSR staff, ASRSP, and/or sponsor accordingly.
Assists with development, organization and maintenance of standard operating procedures, checklists and various subcontract tools; Provides internal and external training and outreach, education and record retention function, particularly relative to subcontracting
Performs related duties as required or assigned.
Bachelor’s degree or equivalent in education, experience &/or training.
1 to 3 years’ experience in the administration of sponsored research at an educational institution, in the federal government or at some other entity engaged in sponsored research or 3 years administrative support experience in a research environment
Minimum Competencies: (Skills, knowledge, and abilities.)
Demonstrated entry level of knowledge of:
Federal regulations related to research administration, including Uniform Guidance and federal Research Terms and Conditions
Other major federal funding agency guidelines
Major sponsor electronic systems such as Grants.gov, Commons, & FastLane
U.S. Patent Law, the Bayh-Dole Act and Federal Acquisition Regulations & related supplements2.
Well-developed organizational and time management skills with the ability to prioritize and handle multiple tasks.
Preferred Competencies: (Skills, knowledge, and abilities)
Understanding of the unique characteristics of governmental contracts, their key elements, and importance of timely and accurate administration;
Understanding of the governmental contracting process, including the roles and responsibilities of the principal players;
Knowledge of the lifecycle and regulations, from acquisition planning through closeout;
Fundamentals of governmental contract negotiation;
Understanding of strategies for implementing and managing governmental contracts; and
Recognize, assess, and manage the risks associated with governmental contracts
Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Hiring is contingent upon eligibility to work in the United States.
Internal Number: 35163
About Northwestern University
Northwestern University is a major private research university with 12 academic divisions located on three campuses in Evanston, Chicago, and Education City in Doha, Qatar. We have approximately 2,500 full-time faculty members, 17,000 graduate and undergraduate students, and over 5,700 full and part-time staff. Northwestern University combines innovative teaching and pioneering research in a highly collaborative environment. It provides students and faculty exceptional opportunities for intellectual, personal and professional growth.