Contract and Grants Specialist (0096863T)

Title: Contract and Grants Specialist

Position Number:T

Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)

Location: UH at Manoa

Date Posted: November 7 2025

Closing Date: November 28 2025

Band: A/B

Salary :salary schedules and placement information

Full Time/Part Time: Full-time

Month: 11-month

Temporary/Permanent: Temporary

Other Conditions:To begin approximately December 2025. Continuation subject to availability of funds and satisfactory performance.

Duties and Responsibilities (*Denotes essential functions)

Pay Band A

1.*Serves as the Contract and Grants Specialist in the School of Ocean and Earth Science and Technology (SOEST) Fiscal Office.

2.*Assist with gathering and retaining pertinent information needed to process and maintain various funding applications.

3.*Assists with verifying supporting documents needed to submit proposals in a timely manner.

4.*Assist with the compilation of various sections of extramural funding.

5.*Assists Principal Investigators (PIs) and upper-level specialists to compile scientific and/or technical information for research grants.

6.*Provides support with managing and monitoring grant reporting activities.

7.*Processes and assists in the overall maintenance of preparation and submission of proposals and award reports to funding agencies through the use of internal tracking systems.

8.*Provides overall support for administration initiatives relating to research or program development opportunities as required.

9.*Maintains general knowledge of grant and contract requirements to educate programs and departments to remain in compliance.

duties as assigned.

Pay Band B

1. *Serves as the Contract and Grants Specialist in the School of Ocean and Earth Science and Technology (SOEST) Fiscal Office.
2. *Oversees the functions of the pre-award of the School of Ocean and Earth Science and Technology (SOEST) and as necessary identifies processes and provides recommendations for the streaming of the proposal submission process from SOEST to the appropriate system Offices.
3. *ProvidestechnicaldirectionandfrontlineassistancetoSOESTfacultyandstaffrelativetoproposalpreparation assembles proposal packages and electronic submission via the Universitys proposal submission software.
4. *WorkswithPrincipal Investigators(PIs)and FiscalAdministrators onbudgetpreparation.
5. *Submitsand managesSOEST grantsandcontracts. Respondsto inquiriesand preparesreports onsuchgrants andcontractsas required.
6. *WorksdirectlywithdepartmentalprincipalinvestigatorsincoordinationwithSOESTandUHSystemOfficesinthetimelyroutingofproposalsto external funding agencies.
7. *WorkswithSOESTandOfficeofResearchServices(ORS)tomaintainadatabaseofSOESTgrantssubmitted funded and funding sources and produces reports on submissions and awards as required.
8. *InteractswithdepartmentswithinSOESTandUHORStoensurecomplianceresolvesproblemsandclarifies policies and procedures.
9. *Coordinatesandfacilitatesstrategicdevelopmentoflargeproposals(multi-yearmulti-investigatorand/ormulti-entity).Workswithparticipants and partners to ensure compliance with sponsor agency requirements.
10. *DevelopstrainingmaterialstemplatesandworkshopsforSOESTfacultyandstafftofacilitate pre-awardandpostaward(non-fiscal)contract and grant activities.
11. EstablishesinternalsubmissiontimelinestomeetUniversityandagencydeadlinesandproactivelymanagethe proposal process including anticipating and resolving problems.
12. *Worksclosely withUniversity andSOEST administrators toensuregrantrelated processes arefollowed inatimely manner.
13. *AnalyzesfundingagencyRequestsforApplications(RFAs)andFundingOpportunityAnnouncements(FOAs)to identifyrequirementsto ensure compliant responses prior to submission of proposals.
14. *Reviews materials related to RFA FOA and other solicitation guidelines and University policies assuring that technical (non-scientific) and accounting elements meet agency requirements and costs are allowable under the OMB Uniform Guidance and other applicable policies and cost sharing commitments are attainable and have been approved by SOEST department heads and administrators.
15. *AdvisesandactsasaliaisonbetweenindividualprincipalinvestigatorsUHSystemOffices andotherinternal andexternalentitiesinresolving issues/problems between internal and external entities involved in the proposal development and submission process.
16. Worksundertimeconstraintsandshortdeadlines.
17. Otherdutiesas assigned.

Minimum Qualifications

Pay Band A

of a baccalaureate degree in Business Administration Biological Science Liberal Studies or related field and 0 year(s) of progressively responsible professional experience with responsibilities for n/a; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

knowledge of principles practices and techniques in the area of contracts and grants management as demonstrated by the knowledge understanding and ability to apply concepts terminology

knowledge and understanding of principles theories federal and state laws rules regulations and systems associated with contracts and grants management.

ability to recognize problems identify possible cause and resolve the full range of problems that may commonly occur in the area of contracts and grants management.

ability to understand oral and written documentation write reports and procedures and communicate effectively in a variety of situations.

ability to establish and maintain effective working relationships with internal and external organizations groups team leaders and members and individuals.

ability to operate a personal computer apply word processing software and knowledge using Adobe applications.

Pay Band B

1. Possession of a baccalaureate degree in Business Administration Biological Science Liberal Studies or related field and 3 year(s) of progressively responsible professional experience withresponsibilities for pre-award and post-award activities related to contracts and grants; or any equivalent combination of education and/or professional work experience whichprovides the required education knowledge skills andabilities as indicated.
2. Considerable working knowledge of principles practices and techniques in the area of pre-award and post-award activities related to contracts and grants as demonstrated bythe broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
3. Considerableworkingknowledgeandunderstandingofapplicablefederalandstatelawsrulesregulationsand theories andsystemsassociatedwithextramuralgrantfunding.
4. Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and theresolution of the problems in an effective innovative and timely manner.
5. Demonstratedabilitytointerpretandpresentinformationandideasclearlyandaccuratelyinwritingverballyandby preparationofreportsandothermaterials.
6. Demonstratedabilitytoestablishandmaintaineffectiveworkingrelationshipswithinternalandexternal organizationsgroupsteamleadersandmembersandindividuals.
7. Demonstratedabilitytooperateapersonalcomputerandapplywordprocessingsoftware.
8. If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.
9. Knowledgeoffederalregulationspertainingtocontractsandgrantsadministration.
10. Demonstratedabilitytoprioritizeandorganizeworkloadtomeetscheduleddeadlines.
11. Demonstratedabilitytoanalyzeinterpretandusesoundlogicandjudgmentwhenapplyingadministrativepoliciesandprocedures

Desirable Qualifications

Pay Band A

with federal regulations pertaining to administering federal grants contracts and cooperative agreements and with applicable state regulations.

Pay Band B

1. Familiarity with UH and RCUH policies and procedures.
2. Ability to exercise judgment tact patience and discretion in applying and explaining policies and procedures.
3. Work experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts.
4. Work experience assisting with grant submissions to agencies such as the NSF NIH DOC NASA DOE and other sponsoring agencies.
5. Experience using the Kuali Financial System (KFS) Mygrant NSPIRES Grantsonline and other applicable software applications.

To Apply:

Click on the Apply button on the top right corner of the screen and attach the required documents. Applicants must submit (1) cover letter indicating what band you are applying for and how you satisfy the minimum and desirable qualifications (2) resume (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number birth date etc.) redacted are acceptable but official transcripts will be required at the time of hire.

Incomplete and late applications will not be considered.

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Inquiries: Teresa Medeiros; ;

The University of Hawaii is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment including on the basis of veteran and disability status. For more information visit: is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions criminal history record checks.

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