Grants Coordinator - Coordinator 1, Research Programs/Services

Application Process:

The University of Florida is an equal opportunity employer and is strongly committed to the diversity of our faculty and staff. Applicants from a broad spectrum of people, including members of ethnic minorities and disabled persons, are especially encouraged to apply. As part of the application process, applicants are invited to complete an on-line confidential and voluntary demographic self-disclosure form which can be found at: http://www.hr.ufl.edu/job/datacard.htm.  This information is collected by the University of Florida's Faculty Development Office to track applicant trends and is in no way considered by the Smathers Libraries in the selection process.

 

If you are interested in this position please apply online at http://jobs.ufl.edu referring to requisition number 0705197 and submit a cover letter, resume, list of three references and sample of your work.  For further details about this position please contact Tina L. Pruitt at 352/273-2595.



JOB SUMMARY:

The purpose of the Smathers Libraries Grant Program is to promote an increase in grant-funded projects in order to meet our goals and mission.  The program is comprised of a Coordinator, Research Programs/Services and a Grants Special, Senior who reports to the Coordinator.

 

The Grants Coordinator is responsible for managing this program and for coordinating policies, processes and support mechanisms for grant activities for the Libraries. The Grants Coordinator works with library staff, faculty, functional teams and project teams to identify opportunities and to expand the Libraries' grants and revenue-producing programs. The Grants Coordinator will build partnerships on campus, as well as with organizations locally, regionally, and nationally for project and revenue funding opportunities.  The Grants Coordinator is responsible for coordinating the research of potential fundraising sources including, but not limited to, individual donors, government, corporate and foundation institutions. This person is responsible for the collection and compilation of data, timely submission of proposals and the monitoring of awards.

 

The duties of this position include:

Research:  Responsible for the coordination of all research of potential fundraising sources including, but not limited to, individual donors, government, corporate and foundation institutions to fund exhibitions, educational programs, acquisitions and general operations. Coordination of such research will involve working with key offices at the University of Florida and the University of Florida Foundation, including the Office of Development, Alumni Affairs, Corporate and Foundation Relations, the Office of Development, Alumni Affairs Research, UF Sponsored Research and UF Contracts and Grants. Researches and identifies funding sources; monitors trends in grants and funding sources and communicates this information to the Libraries. Develop a list of library projects in need of external funding.  Respond to requests for information and analysis. Administer and monitor extramural research activities such as, subcontracts. Manage budgets for engaged grant activities; manage indirect revenues and expenses.

 

Proposal Development:  Coordinate all activities related to proposal development, including the identification of library projects needing financial support; development of schedules and timelines based on application and proposal deadlines; writing, editing and the preparation of all proposals.  This responsibility will require close interaction with the professional staff of the library and agencies internal and external to the University of Florida. Coordinates policies, leads processes, and develops support mechanisms for grant and revenue activities in the Libraries. Proactively work with individual faculty to identify potential sources of support; search RFP database and communicate to faculty proactively.  Develop and maintain relationships with appropriate grant sources to be on the forefront of impending grant initiatives.  Prepare and process internal pre-award forms and documents.  Develop rapport with key staff to facilitate internal processing within sponsor deadlines.  Educate and assist the Libraries faculty and staff in the successful pursuit of grant and revenue activities.  Monitor and support the Libraries faculty and staff in the development of budget projections, responses to Requests for Proposals, and negotiations, when appropriate.  Documents and reports cost-benefit/savings of existing and proposed activities.  Confirms fiscal liabilities of proposed projects.  May provide drafting, writing, and editing functions in the preparation of grant proposals.

Award Management:  Manage and administer all activities related to grant awards.  This shall include the coordination of all reporting requirements, the maintenance of accurate records of deadlines, notification dates, and any special requirements necessary for the libraries fulfillment of contract responsibilities specified by the awarding individuals/agencies.  Responsible for the interpretation and implementation of policies and procedures established by the University of Florida and the University of Florida Foundation.  Ensures accountability and fiscal responsibility of grant projects.  Works with faculty to ensure project staffing and expenses conform to the budget and performance goals.  Oversee appropriate administration of research grants and contracts awarded; assure funds are spent in a fiscally responsible fashion.  Review requests to purchase and other expenditures; insure allowable and allocable charges per OMB circular A-21 and other applicable sponsor guidelines.

Liaison:  Serve as the liaison between the library and the Office of Development, Alumni Affairs, Corporate and Foundation Relations, the Office of Development, Alumni Affairs Research, UF Sponsored Research and UF Contracts and Grants, as well as outside agencies and the general public as deemed appropriate.  Serve as point of contact for the University’s Division of Sponsored Research.  Assure timely reporting and billing to sponsors; assure timely close-out of accounts.  Proactively oversee non-competitive renewals.  Prepare and present regular and timely reports to Principal Investigators, and department and library administration.  Maintain open lines of communication with faculty and other staff.  Prepare ad hoc reports and analysis.  Provide support to principal investigators.  Educate involved parties regarding the terms, conditions and status of award portfolio.  Assist the library in complying with sponsor requirements regarding pre- and post-award management.

 

Minimum qualifications:

Master's degree in an appropriate area of specialization; or a bachelor's degree in an appropriate area of specialization and two years of appropriate experience.

 

Preferred qualifications:

· 3 years experience in grants and contracts administration or related area.

· Experience in project management with a focus on cost-benefit analysis.

· Previous successful history in excellent communication skills, including demonstrated competence and accomplishment in writing grant proposals.

· Extensive knowledge of the methods, procedures, and techniques used in proposal and grant preparation, coordination and implementation.

· Knowledge of public and private grant funding practices, procedures and regulations.

· Working knowledge of spreadsheets, databases and financial systems.

· Working knowledge of federal sponsor regulations.

· Ability to plan, organize and coordinate work assignments.

· Ability to understand and apply applicable rules, regulations, policies and procedures related to fundraising and grants.

· Ability to establish and maintain effective working relationships with others.

· Strong orientation to customer service.

· Ability to manage a variety of complex projects.

· Demonstrated ability to work effectively with diverse groups and to build partnerships.

· Experience in an academic library.

· Supervisory experience.

· Master's in library/information science from an ALA-accredited institution.

 

The University of Florida

The University of Florida is a large, land grant, public educational research institution with a faculty of approximately 4,000 and a student body of 48,000.  It ranks third nationally in size of student body and eighth nationally in the number of merit scholars enrolled in the freshmen class.  The University is a member of the Association of American Universities and offers the Ph.D. in more than 90 fields and the Master's degree in more than 120 fields.  For more information please consult the UF homepage at http://www.ufl.edu.

 

The University of Florida Libraries are members of the Association of Research Libraries, the Center for Research Libraries, the Research Libraries Group, and SOLINET.  The library staff consists of more than 400 FTE librarians, technical/clerical staff and student assistants.  For more information about the Libraries, please visit http://www.uflib.ufl.edu.

 

Benefits:

Twenty-six vacation days, nine paid holidays, and thirteen days sick leave annually; retirement plan options; insurance benefits; tuition fee waiver program; no state or local income tax.