11-24 Grants and Special Funds Coordinator - Tenders Global
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11-24 Grants and Special Funds Coordinator

Colorado State University

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Posting Details
Posting Detail Information

Working Title 11-24 Grants and Special Funds Coordinator
Position Location Fort Collins, CO
Work Location Position qualifies for hybrid/in-office work
Research Professional Position No
Posting Number 202400093AP
Position Type Admin Professional/ Research Professional
Classification Title Prof/Indiv Contrib I
Number of Vacancies 1
Work Hours/Week 40
Proposed Annual Salary Range The salary range for this position is $68,000 – 73,000. Starting salary will be commensurate with education and experience.
Employee Benefits Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, commitment to diversity, equity and inclusion , and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

  • For detailed benefit plan information for eligible employees, visit https://hr.colostate.edu/hr-community-and-supervisors/benefits/benefits-eligibility/ and https://hr.colostate.edu/prospective-employees/our-perks/ .
  • For the total value of CSU benefits in addition to wages, visit https://hr.colostate.edu/total-compensation-calculator/ .
  • For more information about why Fort Collins is consistently ranked in the top cities to live in, visit https://hr.colostate.edu/prospective-employees/our-community/ .
Desired Start Date
Position End Date (if temporary)
To ensure full consideration, applications must be received by 11:59pm (MT) on 02/12/2024
Description of Work Unit The Office of Engagement and Extension (OEE), in cooperation with the Colorado State University (CSU) colleges and other units, has general charge over the University’s educational programs and services across the areas of engaged scholarship, extension, and extended campuses, which complement and reinforce the research, teaching, and service missions of CSU. OEE is collaborative space for faculty, staff, and students pursuing and promoting community-based research, service-learning, industry partnerships, and other forms of the scholarship of engagement. In partnership with the CSU colleges and other divisions, OEE faculty and staff work throughout the state of Colorado to engage individuals and communities in the design, implementation, and application of scholarship and educational opportunities. The OEE Vice President is the principal administrative, academic, and fiscal officer for the division, reports to the CSU President, and works closely with the Provost/Executive Vice President. OEE includes over 400 employees and operates with a total budget across the enterprises of approximately $85 million. OEE is one of the most institutionally comprehensive commitments to engagement and outreach among all land-grant and other universities. Propelled by OEE’s leadership, nationally CSU is a Carnegie Engaged University (2008, 2014), is a member of the Engagement Scholarship Consortium, is an APLU Innovation and Economic Prosperity University (2016) and is highly ranked for its online degree programs. CSU was established in 1870 and remains inspired by its land-grant heritage and world-class faculty, staff, and students. CSU enrolls approximately 33,000 undergraduate, graduate, and professional students, and is the largest employer in northern Colorado with more than 7,400 faculty and staff. Colorado State University is located 60 miles north of Denver in the beautiful city of Fort Collins.
CSU Extension, organized under OEE, is the academic unit designated to promote the land-grant mission of increasing access to education through the application of university knowledge “in the several pursuits and professions in life” for the people and communities of Colorado, across the United States, and around the world. In partnership with CSU’s colleges and external partners, CSU Extension amplifies the research, teaching, service, engagement, and extension missions of CSU. CSU Extension faculty aim to educate, create, and connect with learners through inclusive, transdisciplinary, and activated engaged scholarship, and innovative, accessible, and connected lifelong education. To learn more about CSU Extension, visit www.extension.colostate.edu .
The primary office location for this position is on the CSU Main Campus in Fort Collins. While this position is eligible for a flexible work arrangement, the individual is expected to maintain a balance establishing a presence in the campus office, to effectively carry out the duties of the position.
We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. We invite you to review Colorado State University’s Principles of Community that guide our mission and vision of access, teaching, service, and engagement. Colorado State University encourages professional development and provides an Employee Study Privilege with up to nine credit hours of tuition assistance annually.
Position Summary Reporting to the Grants and Special Funds Manager, the Grants and Special Funds Coordinator has primary responsibility for 1) providing post-award oversight and coordination of funded projects for OEE and 2) coordinating the submission of proposals to funding agencies. Extension has offices located throughout the state of Colorado in partnership with the local counties. Potential grant funding mechanisms include grants, contracts, task orders, and cooperative agreements from a wide variety of federal, state, industry, foundation, and other sponsors.
The Grants and Special Funds Coordinator serves as the liaison between OEE’s Principal Investigators (PIs) and the Office of Sponsored Programs. The coordinator must be familiar with the specific processes and procedures related to travel, p-cards, purchase orders, check/ACH requests, invoices, journal entries, deposits and payroll processing. The coordinator knows the University systems used by Accounting, Accounts Payable, and Sponsored Programs, in order to efficiently perform the duties of the position. Systems may include Kuali Financial System, Kuali Research, Oracle, Banner, and WebFocus. The ability to utilize these systems and review reports allows the coordinator to accurately complete transactions and identify and correct accounting and budgeting issues.
The Grants and Special Funds Coordinator works with all of OEE’s active investigators to provide front-line support to all active projects within the unit. The position helps to ensure that PIs are meeting the administrative requirements on their grants with accuracy and will provide assistance to PIs in budget oversight over the life of the grant. This position requires knowledge to oversee and manage the grant and restricted funds for university compliance with state regulations, generally accepted accounting standards, non-federal and federal grant sponsor reporting requirements, OMB-133 and A21 compliance, and other federal requirements. The coordinator detects problems and works with supervisor to advise PIs and grant staff on proper actions required to come to a resolution.
The Grants and Special Funds Coordinator works closely with PIs to coordinate and submit multiple research proposals and ensure compliance with sponsor requirements, including cost-share requirements, through consultation with sponsor representatives and the Office of Sponsored Programs. The coordinator assists PIs in developing budgets, including staffing plans and research expenses and develops proposal budgets and budget justifications, ensuring adequate availability and support of required personnel and equipment. The position also coordinates pre-award efforts with the Office of Sponsored Programs, the Office of the Vice President of Research, and the RICRO (Research Integrity & Compliance Review Office) as required, to ensure smooth interactions with funding organizations and that all parts of the University that need visibility into projects and proposals are kept properly informed.
Position is expected to act independently while working closely with the Grants and Special Funds Manager.
Required Job Qualifications
  • Bachelor’s degree in accounting, business, communications, or a related field.
  • Minimum of two years of professional finance or accounting experience.
  • Strong written communication skills, as evidenced by application materials.
Preferred Job Qualifications
  • A degree or post-bachelor’s degree certificate in Contract/Research Administration or related field.
  • Experience in research project management.
  • Knowledge of OMB Uniform Guidance cost accounting guidelines.
  • Knowledge of the administration and management of federal grants.
  • Experience creating budgets and budget justifications.
  • Experience preparing and submitting research proposals.
  • Knowledge of Kuali Financial System and Oracle HR/Payroll.
  • Knowledge of Kuali Research proposal development system (KRPD).
  • Demonstrated experience in providing excellent customer service skills, working in a team environment, collaborative approach to work, and building effective professional relationships.
  • Strong communication skills.
  • Strong skills in Microsoft Word, Excel, and Adobe Acrobat.
Diversity Statement Personal or professional commitment to diversity and inclusion as demonstrated by persistent effort, active planning, allocation of resources and/or accountability for diversity and inclusion outcomes.

Essential Duties

Job Duty Category Post-Award Grant Financial Management
Duty/Responsibility
  • Analyze, monitor, reconcile and produce monthly reports for grant accounts, including cost-sharing accounts, for PIs.
  • Review monthly diagnostics, investigate and correct problems/discrepancies by revising the routine and/or posting a journal entry.
  • Oversee and manage OEE’s grant and restricted funds for university compliance with state regulations, generally accepted accounting standards, non-federal and federal grant sponsor reporting requirements, OMB-133 and A21 compliance, and other federal requirements. Detect problems and work with supervisor, outside departments, and funding agencies to advise on proper actions required to come to a resolution.
  • Prepare historical financial reports for the OEE Leadership and offer strategic review as needed.
  • Know all University software systems used by Accounting, Accounts Payable, and Sponsored Programs, including Kuali Financial System, Oracle, Kuali Research, and WebFocus.
Percentage Of Time 35%
Job Duty Category Proposal Development
Duty/Responsibility
  • Review and interpret proposal announcements to ensure proposals meet unique sponsor guidelines for multiple funding mechanisms including grants, contracts, task orders, or cooperative agreements.
  • Advise OEE personnel on the requirements for proposals. Establish timeline to meet critical deadlines, especially for collaborative proposals or proposals with subrecipients.
  • Utilize OMB Uniform Guidance and CSU policies and procedures to develop budgets. Requires professional knowledge of effort requirements, fringe rates, travel limitations, tuition rates, allowable supplies, service agreements, capital assets, subcontracts, indirect cost (IDC) rates, and cost share.
  • Create Kuali Research (KR) proposal documents for University review and approval, adhering to Sponsored Programs and sponsor deadlines.
  • Manage entry of proposal budget and supporting materials to government agency portals such as Grants.gov and Fastlane.
  • Upload Budget Justification, Subaward budgets, justifications and SOWs (statement of work), F&A (finance and administrative cost) split, ICF (Institutional Commitment Form), NRCS (Non-reportable cost share) into KR.
  • Request approvals for pre-award spending as required.
  • Address any proposal issues revised by Office of Sponsored Programs.
Percentage Of Time 30%
Job Duty Category Post-Award Transaction Approval and Budget Review
Duty/Responsibility
  • Guide and assist PIs in understanding University fiscal policy and procedure. Ensure PIs and grant staff follow University fiscal policy and procedure.
  • Confirm the grant budget balance is available for spending and ensure appropriate forms and processes are used for purchases and financial transactions.
  • Analyze, review and authorize payment requests for restricted funds to ensure all pay documents are in compliance with budgeted expenditures and for authorization under grant awards.
  • Review cash balances, monitor progress on work with PIs on budget spending.
Percentage Of Time 25%
Job Duty Category Grant Analysis, Reporting & Planning
Duty/Responsibility
  • Keep OEE Financial Management apprised of current and future funding opportunities and plans for capture of those opportunities.
  • Create, monitor, and update record-keeping systems to compile data and prepare reports on department grant submissions and subsequent awards. Utilize data to enhance grant submission processes and improve future proposals. Develop strategies for research management.
Percentage Of Time 10%

Application Details

Special Instructions to Applicants For full consideration, all materials must be RECEIVED no later than 11:59 PM Mountain Time on Monday, February 12, 2024. Please submit the following to apply:

  • Resume
  • Cover letter addressing how professional experiences align with identified required and preferred qualifications of the position

For questions regarding the application process, contact the Talent Acquisitions Department e mail at [email protected]. For questions regarding the job vacancy, responsibilities, and salary, please contact Shannon Voggesser at [email protected] .
Conditions of Employment Pre-employment Criminal Background Check (required for new hires), Travel
Search Contact Shannon Voggesser at [email protected].
EEO Statement Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity and equal access institution and affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.
The Title IX Coordinator is the Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715, [email protected] .
The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836, [email protected] .
The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836, [email protected] .
Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education .
Background Check Policy Statement Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

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