Current Job Opportunities

Grants and Contract Administrator

Apply now Job no: 495481
Work type: Administrative Faculty Full Time
Location: Golden, CO
Categories: Administrative/Office Support, Other, Research Administration/Grants/Proposals, Project Management

Position Title
Grants and Contract Administrator
The Opportunity

The Grants and Contracts Administrator works within the Office of Research Administration (ORA).  ORA assists faculty with the preparation, submission, and administration of research and other sponsored project agreements.  The agreements are not procurement contracts, nor are they gifts.  There are three (3) units within ORA: proposals, contracts, and fund administration.  

The Grants and Contracts Administrator reviews, analyzes, and negotiates agreements for compliance with Federal regulations such as 2 CFR 200 and FAR/DFAR; CO State laws; and Mines’ policies.  The position drafts legal and business language and/or documents.  Work is performed independently without the oversight or assistance of our legal counsel.  Agreements include but are not limited to funded agreements such as grants and contracts and non-funded agreements like non-disclosure and intellectual property management agreements.  The Grants and Contracts Administrator will recommend final agreements for signature by ORA’s director.

The position serves as the primary administrative contact and liaison for Mines and external organizations.  The position communicates with multiple internal business and academic departments and university stakeholders, including VPs, deans, department heads, and faculty.  The position communicates externally with a variety of sponsors, including state and Federal agencies, large and small businesses, and other universities and non-profits. The position also provides training for faculty and staff in all research award processes and procedures.

The Grants and Contracts Administrator is a non-technical position. The position does not build or negotiate budgets, and it does not oversee the spending of the funds once at Mines.

ORA’s current work policy is a hybrid model with two days in-person and three days working remotely.  All ORA staff are expected to attend in-person the ORA Staff meeting every first Wednesday of the month. 

Responsibilities

Contract and Grant Review and Negotiation

  • This position is responsible for reviewing research grants, contracts and other agreements, both initial and modifications, received from external organizations to Mines. During the review, the Contract Administrator will analyze the agreement to determine if the terms and conditions meet federal and state regulations, Mines policies, and project requirements.
  • This position will negotiate unacceptable terms with the research sponsor. This involves suggesting or insisting on, as appropriate, alternative language or deletion of certain agency terms and conditions.
  • This position will determine if additional Mines personnel need to be advised of terms and conditions of an award and if their approval is required in order to accept the award. If necessary, this position will consult with other departments, such as the Office of Technology Transfer or Legal Services, but is solely responsible for identifying any terms or conditions that need to be modified in order to be accepted by Mines.

Contract and Grant Management

  • The Contract Administrator is responsible for determining if changes to a research project require prior approval from the project’s sponsor. If prior approval is required, this position will coordinate with the faculty member to create and submit the change request.
  • When allowed under the terms and conditions of the agreement, the Contract Administrator will approve faculty requests for no-cost time extensions, budget deviations, and pre-award spending.  
  • This position will perform initial reviews on deficit spending requests to determine if the financial risk to Mines is acceptable under current policy and practices.
  • If issues arise during the performance of a research project, this position will work with the applicable faculty members, ORA staff members, other departments and/or project sponsor, as applicable, to address such concerns.

Subcontracts

  • The Contract Administrator is responsible for initiating, negotiating and managing research subcontracts.  This includes a review of the subcontractor’s proposal; determining the appropriate subcontract template; identifying and including applicable prime contract flow-down terms and conditions; negotiating, if necessary, the drafted subcontract; and maintaining subcontract documentation to meet federal and state audit requirements. 
  • This position will work with the applicable Mines departments in order to establish the payment mechanisms for subcontractor invoices.

Communication

  • The Contract Administrator is responsible for maintaining communication with faculty to ensure they are knowledgeable of the specific terms and conditions of their research agreements and the process to negotiate the agreement.
  • Interpret and explain federal, state, or Mines regulations and policies to faculty and other personnel to help them understand the contracting process and how the regulations apply to individual agreements.
  • This position has direct contact and ongoing contact with sponsoring agencies and other external personnel for the purpose of agreement negotiation and management. Often this requires an explanation of Mines policies, business practices, and other applicable regulations.
  • Effective communication is critical to success of this position in facilitating research for Mines.

Contract Agreement and Data Management

  • The Contract Administrator is responsible for accurately entering contract and project information and notes into the research management system. This position is responsible for uploading all fully executed agreements, modifications, and sponsor prior approvals into the system.
Minimum Qualifications
  • Business or relevant bachelors degree
  • Significant contract negotiation experience
  • Working knowledge of or ability to navigate federal and state regulations
  • Excellent communication skills (oral and written)
  • Problem solving and analyzation skills. Ability to critically analyze information in order to make independent decisions
  • Demonstrated customer service skills, the ability to work effectively with a wide range of constituencies in a diverse community and ability to meet multiple deadlines.
Preferred Qualifications
  • Advanced degree in business or related field
  • Knowledge of federal regulations governing sponsored research
  • Familiarity with university policies
  • Knowledge of federal regulations governing sponsored research
  • Familiarity with university policies regarding contracting or research funding
About Mines & Golden, CO
Mines is consistently ranked among the top engineering colleges in the United States and ranks number one as the best public school in the state for best value colleges. Mines is located in the heart of Golden, Colorado, a western suburb of Denver.  The campus location offers a small-town ambiance with close proximity to all that the Denver metropolitan area has to offer with an abundance of cultural events, museums, theaters and sporting venues. An arid climate and an average 300 days of sunshine per year make the area an ideal place to live, work and play. We seek individuals who value a diverse and inclusive community – offering different perspectives, experiences, and cultures that enrich the educational and work experience. 
Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons.  Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, affirmative action, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a diverse student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequity or concerns for safety.

Pay Range

$ 68,940-$76,840

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Total Rewards
Mines is proud to provide exceptional benefits that include pay, health & wellness and work/life balance offerings.  Our portfolio of benefits includes medical, dental, vision, disability insurance, flexible spending accounts, life insurance, and retirement savings plans. Additionally, Mines employees are eligible for tuition benefits (for employees and dependents), generous paid holidays and leaves and discount programs.  For more information, visit Mines benefits.
How to Apply
Applicants will be asked to complete an online application (personal information, demographic information, references, veterans status) and upload a resume and cover letter (required). References will not be contacted until later in the selection process and you will be informed before that contact is made.
Background Investigation Required
Yes
COVID-19 Vaccine Requirement
This position will require documented proof of full COVID-19 vaccination or exemption because of a medical or religious exclusion. New employees will be required to provide attestation to their status with proof of vaccination upon hire. Religious and medical exemptions and reasonable accommodation shall be addressed as required by law pursuant to the Equal Employment Opportunity Commission’s vaccination guidance.

Advertised: Mountain Daylight Time
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