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Old Dominion University Research Foundation is an Equal Opportunity Employer (AA/EOE/Minorities/Females/Disabled/Veterans/Drug Free).

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Grant and Contract Coordinator #18-046
Position Number:18-046
College or Other:ODU Research Foundation
FT/PT Status:Full Time


Under the direct supervision of the Director of Sponsored Programs, the primary responsibility of the Grant and Contract Coordinator (GCC) is to directly assist the Post-Award team with overall Project Management including but not limited to project set-ups, budget revisions, journal entries, final closeout of projects, and other ongoing project management support functions.


Works directly with Post-Award GCAs and assists with initial project set-ups and ongoing budget and financial management. Manages project closeout process by working with the GCAs, PIs, and Accounting to ensure final reports, including technical, financial, patent, and property, are completed and forwarded to the sponsor by deadline and in compliance with federal regulations and agency guidelines. In addition to performing duties specific to this position, desire is for an employee in this role to learn all facets of ODURF Post-Award Project Management so can cover and/or back up team at any time (staff vacancy, sick leave, vacation, FMLA, etc.).   

Knowledge is normally acquired through two years of college or technical training resulting in Associates degree or equivalent. This position requires a minimum of one year of experience in fiscal, office or sponsored programs administration. Wage commensurate with skills and experience. Review of applications will begin immediately and will continue until the position is filled. AA/EOE/M/F/Disability/VETS/Drug Free

Job Responsibilities:

Project Set-up, Ongoing Budget and Financial Management

  • Assist GCAs w/Project Set-ups, Budget Revisions for Closeouts and possibly ongoing project management.

  • Prepare standard budget modifications and supporting documentation, including required forms for inclusion in project files, assuring accuracy and conformity with policies, procedures, and requirements of the sponsor, the University, and ODURF.
  • Prepares journal entries required for various Post-Award project management activities.

  • Assist with Internal Audits.

 Project Closeout Management

  • Monitor, keep track, and ensure Closeouts of all Active and Inactive projects are done in a consistent and timely manner; self-initiate initial and follow-up contact to the PI on those that are pending and/or incomplete; maintains continuation of the closeout process to ensure there is not a backlog.

  • Pull reports and see what’s due to be closed out 45 days after the end of project period; communicate with Post-award team in case there are exceptions.

  • Communicate and coordinate with GCA until Close Out is completed regarding pending invoices, outstanding encumbrances, JE’s needing to be processed, other anticipated late financial transactions, etc.

  • Project Closeout Budget Management

  • Reviews financial status and verifies F&A cost calculations are accurate.

  • Resolve any outstanding encumbrances.

  • Review and Remove expenditures made beyond project end date/outside project period.

  • Assist GCAs with monitoring the Tracking of Cost Share and Matching Funds on an ongoing basis to ensure Cost Share or Match is being recorded and met so there are no problems at time of closeout

  • Project Final and Ongoing Non-Financial Reporting

  • Follows up with Investigator to ensure completion of deliverables.
  • Coordinate with PI to ensure Final Technical and Progress Report (Yearly and Final) as well as Final Invention and Patent Report are submitted to Sponsor if required.

  • Coordinate with Accounting to ensure Equipment Inventory Report is completed and submitted to Sponsor if required.

  • Project Interim and Final Financial Reporting

  • Assist Accounting by ensuring all required project review components are 100% complete in advance of Accounting filling out and submitting all Interim and Final Financial Reports including SF425 Reports and other agency Final Financial Reports.   

  • Assist Accounting when a combination Final Report is needed that requires both Technical and Financial reports.

  • Coordinate with Accounting to ensure/verify final payment received or refund paid.