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POSITION OBJECTIVE

Working under general direction, the Administrative Contracts Coordinator will provide administrative support to the Office of Grants and Contracts for the School of Medicine at Case Western Reserve University. This position will be responsible for the coordination of the office's daily operations and will provide support to the contracts team as well as pre- and post-award personnel, with related functions, projects, and processes. The Office of Grants and Contracts is responsible for providing support to all departments and divisions within the School of Medicine. In order to maintain effective customer service and compliance with internal and external guidelines, the coordinator must be knowledgeable in the contract and pre, post-award processes. The coordinator will be cross trained in the processes/management of the pre-award, post-award, subcontract and contract functions to support the office's expectation of timely and effective customer service and compliance with Case Western Reserve University and funding institution regulations.

ESSENTIAL FUNCTIONS

Conduct initial review of subcontracts and amendments that arrive via email and SPARTA; compare the agreements to previous year's agreements and indicate differences; with oversight from contracts staff, communicate questions around budget and compliance that must be addressed by the principle investigator and/or department; evaluate the quality of SPARTA and subcontract (is there and Funding Proposal for agreement; is there principle investigator approval; does the budget -present and historical look correct; is an IRB or IACUC available or necessary). Verify that the subcontract is partially or fully executed and subsequently send to sponsor to achieve a fully executed agreement; or work with post award to ensure the fully executed agreement is set up in PeopleSoft Financial. (15%)

Audit internal NOA interface reports daily to determine any issues with the award set-up.  Proper review requires thorough knowledge of complex and myriad applicable school and university requirements for the proper conduct of research and administration of sponsored projects. Analyze the information provided and use independent judgment to determine if there are issues that must be addressed. (15%)

Process fully executed awards and amendments received from sponsors and process in Sparta.  Prior to processing, ensure awards meet compliance requirements for sponsor and university polices, terms and conditions. (Examples include: extend the award, change faculty and/or departments and modify budgets and terms of the original award based on analysis and independent judgment). (10%)

Intake and process Notice of Awards (NOA) daily; scan and send the NOA's and appropriate back up documents to the Office of Research Administration and  department administrator(s); update the NOA distribution report; compile final files according to protocol; and file in appropriate location; discern where to file the files based on the background and research of the project; watch all medrescontract email communications and gather files in response to communications; distribute appropriately to contract staff. (10%)

Provide administrative assistance to office staff; pulling and filing grant files; prepare subaward folders to ensure required documents are present; log outgoing subaward agreements; and follow up with departments and external entities about items required for set-up in PeopleSoft or status of in-process or fully executed agreements. Facilitate communications between the Office of Grants and Contracts and other departments in the School of Medicine and the university. Coordinate requests from other departments within the School of Medicine or university for grant files and information. (10%)

Develop familiarity with the office's operations, including pre award, post award, subcontra