The Grants Associate supports the Office of Sponsored Programs and Research Compliance while working collaboratively with faculty and staff in their roles as Principal Investigators (PIs) as they seek and manage grants, cooperative agreements, and contracts throughout the full award cycle.
The Office of Sponsored Programs and Research Compliance (SPARC) is a full-service operation, facilitating faculty and staff interaction with private, local, state, and federal agencies that provide funds for research, service, or creative endeavors while ensuring institutional compliance with state and federal guidelines. In consultation with the Controller’s office, SPARC also coordinates all post-award financial management activities. SPARC assists faculty and staff with concept development and program design, locating potential sponsors, obtaining and deciphering agency guidelines and forms, editing proposal drafts to include both budgets and project narratives, and assuring institutional compliance with sponsor, state, and federal rules for research. SPARC also oversees all financial post-award activities such as negotiation, sub-agreements, and project extensions. Customer service, education, and relationship management are a large part of the SPARC mission.
Grants Associate responsibilities span four general areas:
1)Faculty and Staff Development and Training (Compliance and Funding education)
2)Pre-Award (Proposal Development and Submission),
3)Post-Award (Award and Financial Management), and
Tasks can vary significantly by project, but the Grants Associate will be expected to:
1) Provide guidance and expertise to faculty and staff by identifying funding opportunities. This includes monitoring sites and databases, analyzing content, and disseminating relevant information.
2) Provide pre-award support to PIs who are developing and submitting grant proposals. This support includes coordinating with PIs on application materials (e.g. assist faculty with collateral material, edit and format documents, and uploading materials to funder portals); creating internal checklists and timelines, and assigning tasks. The Grants Associate will ensure applications meet agency and institution policies and deadlines, prepare proposal budgets, help PIs navigate federal applications and programs, and route proposals to ensure compliance with internal review boards, including the Institutional Review Board, Institutional Animal Care, and Use Committee, and Institutional Biosafety Committee.
3) Provide post-award support to PIs with active awards. This includes preparing files in both the financial accounting and grants management systems, monitoring funds, noting budget and expenditure changes, and coordinating with PIs to ensure awards meet reporting and other compliance requirements.
4) Maintain expertise in federal/state/private regulations and policies and stay current on new laws affecting sponsored programs.
5) Assist with the development of training programs and other outreach efforts to educate faculty and staff in the policies and procedures for research and proposal development and sponsored project administration.
6) Interpret policies and procedures for academic departments and assist in the preparation of specialized reports to federal and sponsoring agencies.
7) Assist with the management of SPARC databases and maintain files and records.
8) May serve as a resource in the resolution of complex problems and issues.
9) Update the office and research compliance websites and calendars as needed.
10) Coordinate with research compliance committees (e.g., the Institutional Review Board, Institutional Animal Care and Use Committee, Institutional Biosafety Committee) to ensure that Bates remains current.
The education required for this position typically aligns with a bachelor's degree, but uniquely qualified candidates may substitute a combination of education and experience.
The experience required for this position typically aligns with 3-5 years in a similar professional capacity, but uniquely qualified candidates may substitute a combination of education and experience.
Skills and Knowledge
Work in the Sponsored Programs Office is frequently fast-paced and deadline-driven, but it also includes periods of downtime that require a high level of motivation and self-direction. A sense of urgency is important, as is a sense of humor, and perspective. There is a significant overlap in job duties within the office, so the Grants Associate will possess some financial management experience or interest, while also possessing a knack for processing complex written material across a wide variety of disciplines.
Specific Skills and Knowledge:
-Demonstrated knowledge of research proposals or related types of activities. -Demonstrated ability to manage workload, priorities, deadlines, and tight timelines. -Demonstrated ability to understand, interpret, and communicate policies and procedures. -Proficiency in data management systems and basic computer applications (e.g., Word, Excel, PowerPoint). Willingness and ability to learn new software. -Experience with and knowledge of federal and non-federal sponsor regulations and guidance, agreement types, and terms and conditions. -General knowledge of grants, contracts, MOUs, sponsored research agreements, and subaward agreements. -Knowledge of procurement terms and significance (i.e. sole-sourcing, cost analyses, vendor requirements). -Ability to work well independently and as part of a team. -Extreme attention to detail. -Excellent interpersonal and organizational skills. -Excellent written, verbal and time management skills. -Highly proficient analytical skills; ability to analyze and interpret federal regulations and complex contractual agreements. -Demonstrated understanding of issues that pertain to sponsored programs. -Strong customer service skills. -Data-driven and highly organized. - Demonstrated commitment to practices in equity, inclusion, access, and anti-racism and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.
Bates College offers competitive salaries, excellent benefits (health, dental, sick leave, 24 days of vacation, 2 personal days, 12 paid holidays, dependent care subsidy, free parking, access to library and athletic facilities & more) and a supportive, collegial environment in a drug- and smoke-free workplace.
Equal Employment Opportunity Statement:
Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race, color, national or ethnic origin, religion, sex, sexual orientation, gender identity or gender expression, age, disability, genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students, in the administration of its education policies and programs, or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty, staff, students, contractors, visitors, and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.
Inquiries concerning the college’s policies, compliance with applicable laws, statutes, and regulations (such as Title VII, Title IX, and ADA/Section 504), and complaints may be directed to Gwen Lexow, Title IX Officer, 207-786-6445 or via email at firstname.lastname@example.org.
Bates is internationally recognized as a leading liberal arts college, attracting 2,000 students from across the U.S. and around the world.
Since 1855, Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence, Bates has always admitted students without regard to gender, race, religion, or national origin.
Cultivating intellectual discovery and informed civic action, Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces — intellectual trends, demographic changes, and technology — that are transforming higher education and the world into which our students graduate.
Bates has highly competitive admissions, graduates over 90 percent of its entering students, and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.
The college is proud of deep roots in the Lewiston/Auburn community, Maine’s second-largest urban area with a population of approximately 65,000. Bates is located on a beautiful, 133-acre, traditional New England campus in Lewiston, an emerging city with an entrepreneurial climate, a lively arts scene, and a dynamic business community. Bates is 35 miles north of Portland, 140 miles north of Boston, and 350 miles north of New York City.
Founded in 1855, Bates is one of the nation’s leading liberal arts colleges, with a long history of commitments to principles of human dignity and diversity.Since its inception, Bates has been a coeducational, nonsectarian, residential college with special commitments to academic rigor and to programs and opportunities by qualified learners of all backgrounds. Historically, Bates students and graduates have linked education with service, leadership, and obligations beyond themselves.Bates has highly competitive admission, graduates over 90% of its entering students, and over half of its alumni earn graduate degrees. Bates has 1,700 students, 200 faculty members and 550 staff and administrative employees.The College is proud of its strong involvements in the Lewiston-Auburn communities, Maine’s second largest urban area, with a population of approximately 65,000. Bates is located on a beautiful, 109-acre, traditional New England campus in Lewiston, Maine, a lively small city enjoying an exciting economic and cultural revitalization. With an engaged citizenry, lively arts scene, and historic downtown, this walkable city is 35 miles north of Portland, 140 miles north of Boston, and 340 miles north of New York City.