Contract and Grants Specialist (0097418T)

Title: Contract & Grants Specialist
Number: 97418T
Hiring Unit: John A. Burns School of Medicine/Medicine Deans Office
Location: John A. Burns School of Medicine Kakaako Medicine Education Building
Date Posted: 1/23/2026
Closing Date: 2/06/2026
Salary Information: Commensurate with qualifications and experience
Monthly Type: 11 Month
Full Time/Part Time: Full Time
Full Time Equivalency: 100%
Temporary/Permanent: Temporary

Duties and Responsibilites

• Oversees the daily operations and provides primary administrative leadership of the Institutional Development Award (IDeA) Networks of Biomedical Research Excellence (INBRE) grant program that originates from the National Institute of General Medical Sciences (NIGMS) at the National Institutes of Health (NIH).
• * Assists INBRE leadership team with the implementation of research program objectives including but not limited to the coordination of annual internal and external reviews of INBREs cores and projects which includes three (3) major research projects and multiple pilot projects annually.
• * Provides summaries of research core usage to assist with decision-making. Writes and prepares annual reports and presentations for the annual Advisory Committee meetings.
• * Uses effective planning organizational coordination and directing skills to schedule and establish arrangements for various functions including but not limited to day-long research retreats involving project investigators as well as clinical behavioral and basic science personnel annual meetings of the transdisciplinary advisory committee various conferences as required by the administered grants and contracts inclusive of travel accommodations and general conference coordination.
• * Requires travel to three (3) day national meetings (usually in Washington D.C.) as required by the grant or contract once or twice yearly.
• * Advises and acts as a liaison between various private and federal funding agencies UH System Offices Research Corporation of the University of Hawaii (RCUH) System Offices JABSOM Fiscal and Human Resources administration individual principal investigators and other internal and external entities in resolving issues/problems at all stages of a grant or contract from pre-award to award closeout.
• * Inputs reviews and approves HR and Fiscal transactions including but not limited to eTimesheets on behalf of or in the absence of the Principal Investigator (PI) or Program Director (PD) with the lead PIs concurrence.
• * Prepares summary quarterly and annual budgetary reports for fiscal oversight including program forecasting.
• *Collaborates with possible future investigators scientists potential mentors and other UH personnel. Provides information and guidance as appropriate.
• Coordinates and facilitates strategic development of large proposals (multi-year multi- investigator and/or multi-entity).
• Works with participants and partners to ensure compliance with sponsoring agency requirements.
• Analyzes funding agency Requests for Applications (RFAs) and identifies requirements to ensure compliant responses prior to submission of proposals (e.g. supplemental and administrative grant submissions).
• Reviews materials related to RFAs and other solicitation guidelines and University policies assuring that technical (non-scientific) and accounting elements meet agency requirements budgets align with statements of work costs are allowable under the Office of Management (OMB) Uniform Guidance and other applicable policies and cost sharing commitments are attainable and have been approved by JABSOM department heads and administrators.
• Provides scaled assistance in program budget preparation including direct creation and input of PI or PD and multi-institutional budgets.
• Directs the submission and management of non-competing and competing renewals for various grants and contracts and submission of reports on such grants and contracts as required.
• * Reports to the leadership team (PI and or PD) but also works independently to meet multiple program project deadlines tasks and demands under short time constraints.
• * Assigns work to and supervises administrative assistant and research staff which includes assignments to provide administrative and clerical assistance to the cores and projects of various grants and contracts.
• Other duties as assigned.

• Possession of a baccalaureate degree in Business administration communication biomedical science or related field and 4 year(s) of progressively responsible professional experience with responsibilities for research administration or related field; or any equivalent combination of education and/or professional work experience which provides the required education knowledge skills and abilities as indicated.

• Considerable working knowledge of principles practices and techniques in the area of research administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts principles and methodologies.
• Considerable working knowledge and understanding of applicable federal and state laws rules regulations and theories and systems associated with extramural grant funding
• 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 the resolution of the problems in an effective innovative and timely manner.
• Demonstrated ability to interpret and present information and ideas clearly and accurately in writing verbally and by preparation of reports and other materials.
• Demonstrated ability to establish and maintain effective working relationships with internal and external organizations groups team leaders and members and individuals.
• Demonstrated ability to operate a personal computer apply word processing software and utilize spreadsheet software including Microsoft (MS) Word Excel PowerPoint and other software for document and publication preparations.
• If applicable for supervisory work demonstrated ability to lead subordinates manage work priorities and projects and manage employee relations.

• Demonstrated ability to convey necessary information accurately and concisely listens effectively and asks pertinent questions. Conveys complex information in writing telephone conversations and direct interpersonal contacts.
• Demonstrated ability in summarizing information and preparing reports using basic computer statistical and graphical methods.
• Computer competence with Microsoft (MS) Word Excel PowerPoint REDcap and other software for document and publication preparations.
• Competence with at least one (1) statistical software package to generate tables and graphs for presentations.
• Demonstrated ability in preparing reports documents and publications dealing with the scientific administrative or fiscal aspects of biomedical research.
• Ability to interact and communicate (verbally in written form or electronically) respectfully and professionally with supervisors co-workers and others at all times.
• Demonstrated ability to project a positive image in all interactions and reflect a commitment to building a supportive work environment and maintaining a positive attitude in the workplace.
• Considerable working knowledge of project management and personnel oversight.
• Familiarity with fiscal and administrative issues related to biomedical research.
• Familiarity with biomedical research terminology and general methodologies and organizing National Institutes of Health (NIH) grant applications and reports.
• Expertise in document and presentation preparation related to report and application working knowledge of academic research and evaluation practices.
• Considerable working knowledge of academic budget development principles and practices.
• Ability to travel independently to various geographical locations in a timely manner. Requirement maybe fulfilled by a valid Hawaii Drivers license (class3) comparable drivers license or other means of transportation which meets position needs.

• Experience as a Research Program Coordinator or Project Administrator for a research academic or business institution.
• Experience in assisting with proposal preparation to secure funds (e.g. hospital University).
• Experience in a sponsored projects office or business office handling pre-and post-award functions for extramural funded grants and contracts.
• Experience assisting with grant submissions to agencies such as the National Institutes of Health (NIH) and other biomedical funding agencies.
• Familiarity with UH RCUH State and Federal policies and procedures.
• Experience using the Kuali Financial System (KFS) RCUH and myGRANT
• Demonstrated ability to effectively interact with government agencies academicians clinicians Deans Department Chairs basic and clinical research investigators at the University of Hawaii (UH) and the Research Corporation of the UH (RCUH) and vendors.

• Cover letter indicating how you satisfy the minimum and desirable qualifications;
• Resume
• The names and contact information of at least three professional references; and
• Transcripts showing degree and coursework to date appropriate to the position (original official transcripts willberequired at the time of hire.)

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In accordance with Article 10 of the unit 08 collective bargaining agreement bargaining unit members receivepriorityconsideration for APT job vacancies. As a result external or non BU 08 applicants may not be considered forsome APTvacancies. BU 08 members with re-employment rights or priority status are responsible for informing thehiring unit of their status.

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