Administrative Contracts Coordinator

Case Western Reserve University - Cleveland, OH

Full-time - Entry Level

Hybrid - Cleveland, OH

Educational Services

About the position

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.

Responsibilities

• Conduct initial review of subcontracts and amendments that arrive via email and SPARTA; compare the agreements to previous year's agreements and indicate differences.
• Audit internal NOA interface reports daily to determine any issues with the award set-up.
• Process fully executed awards and amendments received from sponsors and process in Sparta.
• 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).
• Provide administrative assistance to office staff; pulling and filing grant files; prepare subaward folders to ensure required documents are present.
• Develop familiarity with the office's operations, including pre award, post award, subcontract and contract processes and procedures.
• Serve as the primary contact for the office; greet visitors and answer incoming phone calls.
• May authorize routine department expenditures; prepare or assist in preparing budgets.
• Organize and plan meetings; schedule monthly staff meetings and meetings between office personnel and university and School of Medicine personnel.

Requirements

• High school education and 3 or more years of administrative experience with responsibility for multiple projects or primary functions; or Bachelor's degree and 1 or more years of administrative experience.
• Experience reviewing research contracts and/or agreements preferred.
• Knowledge and understanding of commonly-used administrative concepts, practices, and procedures.
• Experience with a web-based interface or web application is strongly desired.
• Professional and effective oral and written communication skills.
• Strong organization skills; ability to multi-task, prioritize and meet deadlines.
• Excellent customer service skills; ability to maintain effective working relationships.
• Ability to work effectively independently and collaboratively within a team.
• Proficiency with Microsoft Office, specifically with Microsoft Word and Excel, and Adobe Acrobat.

Nice-to-haves

• Familiarity with eRA Commons, PADS, Sparta, PeopleSoft and Grants.gov.
• Familiarity with Microsoft Access.

Benefits

• Excellent healthcare
• Retirement plans
• Tuition assistance
• Paid time off
• Winter recess