The Grant and Contract Officer (“GA” or “GCO”)  serves as a contract and grant expert in the central sponsored projects office.  Incumbents work on behalf of the Regents to solicit, negotiate, and administer extramural support for research, training, and public services projects sponsored by government and non-government sponsors (“sponsored projects”).  The GA handles 600-700 transactions (proposals, awards, subawards) per year using federal regulations and University policies as the basis for execution of the work.   Actions are guided by schedules, due dates, and clear deliverables.   The GCO evaluates language for alternative fallback positions and negotiates these positions in a face-to-face negotiation or other negotiation environment, consulting with the Office of General Counsel for assistance to verify adequacy of language or position as needed.  Some crafting of alternative language for agreements is expected, as is explanations of University positions in correspondence with sponsors and investigators.  The GCO also negotiates subawards, and provides, as needed, subaward audit review to meet compliance obligations and to assess risk.  The GCO engages in personal, departmental, institutional or regional/national training opportunities.  The GCO assists in developing SPECTRUM or SPA courses taught to departmental research administrators and serves on search committees and departmental business process improvement committees.

Subjective judgment is required based on the risks imposed by the type of funding source, the type of project, the degree of sophistication of the academic unit running the project and any third parties involved in carrying out, the experience of the PI, and current national audit and review climate related to research.

NOTE:  The percentage of time spent on proposals, awards, and subawards will vary among the various constituency-based teams, based on their particular portfolio.  The percentages expressed below are an average.

Job Duties and Responsibilities

PROPOSALS (30%)

• Operating under severe time constraints, review proposals to meet strict sponsor deadlines
• Review and verify that the proposal qualifies as a sponsored project as opposed to a gift or an external sale.
• Review agency proposal guidelines, Requests for Proposals (contracts), and Broad Agency Announcements and compare agency requirements to proposals submitted for review and endorsement.  Notify investigators and departments of errors, which at times can be substantial.  Exercise subjective judgment about which errors require correction prior to institutional endorsement.  Assist departments in interpretation of guidelines or requirements.
• Advance proposal for execution on behalf of the University to certify the completeness and accuracy of the proposal to the sponsor.
• Submit the proposal using an ever growing variety of sponsor electronic and manual systems
• Respond to questions and issues that arise from sponsor, investigators, or departmental staff prior to award (reduced budgets, budget negotiations with sponsor, questions about adherence to terms, potential terms and conditions imposed by sponsors, etc.)
• Review pre-award spending requests to determine if sponsor will permit expenditures prior to execution of an award; advise departments accurately about risks

AWARDS (35%)

• Negotiate terms and conditions of incoming awards and subawards with sponsors to determine the adequacy and acceptability of terms and conditions for the University.   Work with sponsor legal counsel and contracting officers, and principal investigators, Office of the General Counsel, research associate deans, departmental staff, Export Control, Technology Commercialization and other University business offices to devise or alter terms as needed to minimize administrative burden, ensure proper costing and adherence to University policies while ensuring positive relationships with sponsoring agencies.
• Understand and apply wide-range of University policy and procedures related to research/sponsored projects including, but not limited to, adherence to conflict of interest policy and procedures, human and animal subject policies, foreign influence disclosure obligations, openness in research policy and other additional training requirements.
• Provide guidance and assistance to faculty and departmental staff interpreting regulatory and sponsor requirements, as well as compliance with University policy
• Finalize terms and recommend execution on behalf of the Regents of the University of Minnesota at the conclusion of successful negotiations.
• Use various electronic systems to establish the award in the University's financial system and in databases tracking contract and grant activity.  Summarize terms and conditions to accurately reflect the parameters of the award and to provide proper notifications to principal investigators and various university business offices.
• Interpret federal, state and other sponsor terms and conditions and reconcile with applicable University policy and procedure to provide proper internal guidance to investigators, senior research officials and staff.
• Review mid-life cycle requests for prior approval, additional funding, or other needed changes on behalf of the University.
• Assist faculty and staff in resolution of issues or problems that arise during project performance.
• Negotiate and issue subawards (see Section 3) .
• Resolve issues or concerns identified by the sponsor and/or the investigator.

SUBAWARDS (25%)

• Working in conjunction with the Subaward compliance officer, perform Single Audit review and perform risk assessment of proposed subrecipients to ensure their financial adequacy as required under 2 CFR 200.
• Review scope of work and project parameters to determine the best contracting mechanism to acquire the services of the proposed subrecipient and to ensure that sponsor prior approvals (if any) are obtained.
• Ascertain applicability and ensure accurate flow down of the terms and conditions of prime awards to the proposed subrecipient, adjusting requirements as needed to fulfill principal investigator and institutional requirements and altering terms necessary to adequately manage institutional risk.
• Negotiate and recommend execution of legally binding subawards with proposed subrecipients(using signature authority); modify such subawards over time to change funding, period of performance, work scope, reporting obligations, intellectual property or data right obligations, termination and payment terms, indemnification, or other parameters as needed to ensure that the University will be able to fulfill its obligations to our prime sponsors.
• Interpret federal and other sponsor requirements for principal investigators, university staff, and subrecipients. 
• Ascertain when and how prime sponsor prior approvals are required and ensure that such approvals are obtained
• Ensure that compliance obligations (e.g., human subjects, animal subjects, export controls, intellectual property, etc.) are properly fulfilled.
• Ensure that the University is able to timely meet its reporting obligations under the Federal Funding Accountability and Transparency Act.
• Working in conjunction with subaward support specialist to establish and modify as necessary, purchase orders in PeopleSoft Financial.
• Authorize payments for subrecipients after verification that progress meets the needs of principal investigators and costs are appropriate under the sponsor's terms.
• Monitor progress to determine if terms and conditions require adjustment or if award requires early termination for non-performance.
• Ensure proper and timely closeout of subawards to meet sponsor requirements.

SPECIAL INITIATIVES AND TRAINING (10%)

• Engage in personal, departmental, institutional, or regional/national training opportunities, regulatory reviews, conferences, and other learning opportunities (webinars, staff meetings, classes, etc.) to expand skills and to stay current on the regulatory environment.
• Engage in one or more institutional or departmental committees or work duties as assigned, such as helping to develop and/or teach courses in the SPECTRUM course series on contract and grant administration; lead planning and/or teach for the Sponsored Projects Symposia or specialized SPA training course series;  serve as institutional single point of contact and/or lead for highly complex sponsored projects, help with departmental goals or other projects, assist coordinate campus staff.
• Work effectively with faculty, staff, academic leaders, and sponsors through clear, concise and compelling oral and written communication, including producing and editing a variety of complex written correspondence.  Meeting regularly with constituents (including PIs). 
• May serve on hiring committees

Sponsored Projects Administration endorses a “Work with Flexibility” approach that encourages employees to select a work location where they can do their best work.   This means that the incumbent has an option to work remotely, partially remotely, or entirely in the office; at this time, many SPA staff have opted to work remotely.  The GCO will be asked to attend certain in-person work events during the year regardless of remote status.  Out-of-state candidates will be considered if their skills are extremely strong.   Regardless of work location, work processes will be digital and paperless.  Incumbents are provided University-configured equipment and supportive technology tools, but the employee will be required to provide reliable internet access and home office furnishings if they opt for part or all of their duties to be undertaken remotely.