Senior Grants/Contracts Coordinator

Department Overview

This position is part of a centralized support hub comprised of professionals providing post-award grant and contract administration and financial support to clinical departments within the School of Medicine. The position serves as a key resource for assigned departments, supporting the financial administration of sponsored projects, contracts, and related funding mechanisms.

The incumbent coordinates post-award grant, contract, and financial administration activities for a diverse portfolio of sponsored projects and agreements. The position supports the financial stewardship of sponsored funds through financial analysis, reporting, compliance oversight, and resolution of post-award administrative issues.

The position works closely with departmental faculty, principal investigators, administrators, and institutional partners, including the Financial Management Hubs, OPAM, and RDA, to resolve financial, operational, and compliance-related matters associated with sponsored projects and contracts.

Function/Duties of Position

Post-Award Grant & Contract Administration and Financial Management

• Coordinate and independently administer post-award financial activities for sponsored projects, contracts, and institutional funding programs
• Develop and maintain budgets, spending plans, forecasts, and financial projections for assigned portfolios.
• Monitor expenditures and review budget-to-actual variances; identify issues and recommend corrective actions.
• Prepare and distribute recurring financial reports and analyses for Principal Investigators (PIs), department leadership, and other stakeholders.
• Process and review labor distributions, salary allocations, effort adjustments, revenue activity, cost transfers, and financial reconciliations.
• Coordinate sponsor and institutional reporting requirements, including award management documentation and financial deliverables.
• Collaborate with departmental staff, institutional partners, and subcontracting entities to resolve budgeting, invoicing, compliance, and financial administration issues.
• Ensure compliance with sponsor requirements, federal regulations, and institutional policies and procedures.

Financial Analysis, Forecasting & Reporting

• Perform complex financial analysis, forecasting, and portfolio reviews for sponsored projects and contracts.
• Analyze financial and operational data to identify trends, variances, risks, and funding concerns.
• Develop recurring and ad hoc reports to support financial oversight and decision-making.
• Utilize institutional financial systems and reporting tools, including Oracle, Grants Accounting, Labor Distribution, and related applications.
• Provide financial recommendations and supporting analysis to assist faculty and administrators in the effective stewardship of sponsored funds.
• Monitor financial performance and assist with planning for award spend-down and closeout activities.

Team support, Training, and Process Improvement

• Provide training, guidance, and knowledge sharing to colleagues regarding grant and contract administration processes, systems, and best practices.
• Participate in team initiatives, cross-functional projects, and departmental workgroups.
• Contributes to the development, maintenance, and continuous improvement of standard operating procedures, workflow documentation, and departmental resources.
• Identify opportunities for process improvement and assist with implementing solutions that enhance efficiency, compliance, and customer service.
• Collaborate effectively with internal and external stakeholders to support operational goals, compliance, and customer service objectives.

Other duties as assigned.

Required Qualifications

• Bachelor's degree AND four years of grant/contract administration experience, OR

• Six years of grants and contracts administration experience, OR

• Certification from the Society of Research Administrators (CRA) AND three years of grant and contracts administration experience, OR

• Equivalent combination of training and experience.

Skills and Abilities

• Intermediate spreadsheet skills, including complex functions, formulas, and formatting.

• Demonstrated knowledge of federal sponsored research regulations, Uniform Guidance, sponsor requirements, and post-award financial administration principles.

• Attention to detail and accuracy, excellent organizational, time management and documentation skills. The ability to learn new software quickly, the ability to learn in a self-directed manner.

• Outstanding communication skills that demonstrate ability to collaborate across units and leadership not typically working together.

• Demonstrated interpersonal and conflict resolution skills. Creative problem-solver.

Preferred Qualifications

• 2-4 years of experience working at OHSU in a research finance capacity.

• Knowledge and experience using OHSU’s Oracle AIS, OGA, & LD modules.

• Knowledge and experience using OHSU’s Cognos applications.

• Proven ability to work independently by self‐motivating, prioritizing and coordinating multiple projects simultaneously to achieve successful results under pressure with accuracy and professionalism.
• Ability to review, identify and implement improvement opportunities where new processes, technologies or efficiencies can be applied.

Additional Details

• Monday-Friday, 8:00am-5:00pm, occasionally early morning or early evening meetings as needed.
• This is a hybrid position working primarily remotely, with in-the-office times as required based on business needs.
• This position operates with frequent interruptions and interactions with people. Must be able to deal with multiple competing demands.

Benefits

• Healthcare for full-time employees covered 100% and 88% for dependents.
• $50K of term life insurance provided at no cost to the employee.
• Two separate above market pension plans to choose from.
• Vacation - up to 200 hours per year dependent on length of service.
• Sick Leave - up to 96 hours per year.
• 9 paid holidays per year.
• Substantial Tri-Met and C-Tran discounts.
• Employee Assistance Program.
• Childcare service discounts.
• Tuition reimbursement.
• Employee discounts to local and national businesses.

Why apply to OHSU?

We are Oregon's only public academic health center. In addition to caring for patients, we lead groundbreaking research. We also train the next generation of health care professionals. As Portland's largest employer, we give you opportunities to learn and advance in a system of hospitals and clinics across Oregon and Southwest Washington.

All are welcome. OHSU welcomes people of all ages, ethnicities, genders, national origins, religions and sexual orientations. We are striving to build an anti-racist, multicultural institution and encourage people with diverse backgrounds to apply. To request reasonable accommodation, contact askhr@ohsu.edu