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#17-20 – Grant Management Coordinator   arrow

State Extension Administration Office
Fiscal Department, Fort Collins, CO
Deadline: September 22, 2020

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore, we encourage responses from people of all backgrounds and abilities. We invite you to review Colorado State University’s Principles of Community that guide our mission and vision of access, teaching, service and engagement.

Colorado State University is a land-grant institution with a three-part mission of teaching, research, and outreach. The campus is located in the city of Fort Collins, the county seat of Larimer County. Fort Collins is a progressive community of approximately 156,000 situated 65 miles north of Denver on Interstate 25. Located at an elevation of 5,000 feet, Fort Collins has a clear, dry climate and generally pleasant temperature throughout the year. The office for this position is in the State Extension Administration Office in the University Square building located at 1311 South College Avenue in Fort Collins. To learn more about Colorado State University Extension, go to

Extension is a major component of the University’s outreach organization serving 63 of Colorado’s 64 counties. Extension’s mission is to Empower Coloradans to address important and emerging community issues using dynamic, science-based educational resources. Extension’s total annual budget of approximately $28 million supports approximately 325 extension specialists, agents, administrators, and staff. Through its county, state, and federal partnership Extension currently focuses its efforts in: Nutrition, Food Safety, and Health; 4-H Youth Development; Community and Economic Development; Natural Resources; Cropping Systems; Energy; Environmental Horticulture; Family and Consumer Science; Food Systems; Livestock and Range. Working closely with local and state advisory groups to determine local program needs and direction, Extension draws on the resources of 13 different departments in five colleges to provide non-credit educational programs based on research-generated knowledge.

The Extension Fiscal Office is a statewide University service, designed to provide information and explain regulations regarding purchasing procedures, payroll, personnel, and accounting support for the county and regional offices, off-campus and on-campus personnel. The primary function of the unit is to provide accounts receivable, accounts payable, payroll management, grant support, budgeting and overall strategic planning for Extension as it pertains to financial sustainability. Extension has a multi-faceted financial structure including, federal, state, county, grant and self-funded activities.

APPLICATION PROCESS AND DEADLINE: For full consideration, all materials must be RECEIVED no later than 11:59 PM Mountain Time on Tuesday, September 22, 2020. Please submit the following to to apply:

All applicants will be contacted approximately 15 working days after the deadline regarding their status. Next steps and interview dates will be shared to those moving forward. Four professional references will be requested of applicants that advance in the interview process.

For questions regarding the application process, contact the Office of Equal Opportunity at (970) 491-5836 or email For questions regarding the job vacancy, responsibilities, and salary, please contact Ruth Willson at (970) 491-6988 or

PURPOSE OF POSITION: Reporting to the Extension Business Manager, the Grant Management Coordinator has primary responsibility for 1) identifying funding opportunities and disseminating to relevant Extension personnel, 2) coordinating the submission of proposals to funding agencies, and 3) assisting with institutional oversight and coordination of funded projects for Extension.

Extension has offices located throughout the state of Colorado in partnership with the local counties. Potential grant funding mechanisms include grants, contracts, task orders, and cooperative agreements from a wide variety of federal, state, industry, foundation, and other sponsors. The Grant Management Coordinator works closely with Principal Investigators (PIs) to coordinate and submit multiple research proposals and ensure compliance with sponsor requirements, including cost-share requirements, through consultation with sponsor representatives. The Grant Management Coordinator assists PIs in developing budgets, including staffing plans and research expenses and develops proposal budgets and budget justifications, ensuring adequate availability and support of required personnel and equipment.

The Grant Management Coordinator pre-approves all Extension grant proposals. The Grant Management Coordinator oversees expenditure planning for a portfolio of grant-funded projects, working closely with Principal Investigators and accounting staff to ensure on-time and on-budget project completion. The Grant Management Coordinator reviews and approves/declines requests for project-related budget changes as needed, with the project PIs and the Office of Sponsored Programs (OSP).

In conjunction with the Extension Business Manager, the Grant Management Coordinator analyzes department proposal activity and develops recommendations and strategies for research growth opportunities. The Grant Management Coordinator also coordinates pre-award efforts with the Office of Sponsored Programs, the Office of the Vice President of Research, and the RICRO (Research Integrity & Compliance Review Office) as required, to ensure smooth interactions with funding organizations and that all parts of the University that need visibility into projects and proposals are kept properly informed.

Position is expected to act independently while working closely with the Extension Business Manager. Periodic travel may be required for this position.


Proposal Development: 65%

  • Review and interpret proposal announcements to ensure proposals meet unique sponsor guidelines for multiple funding mechanisms including grants, contracts, task orders, or cooperative agreements.
  • Notify department personnel of potential research funding opportunities in sufficient time for personnel to submit proposals.
  • Advise Extension personnel on the requirements for proposal. Establish timeline to meet critical deadlines, especially for collaborative proposals or proposals with subrecipients. Prioritize proposal workload as needed.
  • Liaison with other CSU departments or colleges and with subrecipients on collaborative proposals.
  • Utilize OMB Uniform Guidance and CSU policies and procedures to develop budgets. Requires professional knowledge of effort requirements, fringe rates, travel limitations, tuition rates, allowable supplies, service agreements, capital assets, subcontracts, indirect cost (IDC) rates, and cost share. Recommend solutions for project cost share requirements.
  • Create Kuali Research (KR) proposal document for University review and approval. Observe and adhere to OSP and sponsor deadlines with the understanding that late proposals result in automatic rejection.
  • Pre-approve department grant proposals and track them in KR system.
  • Manage entry of proposal budget and supporting materials to government agency portals such as and Fastlane.
  • Upload Budget Justification, Subaward budgets, justifications and SOWs (statement of work), F&A (finance and administrative cost) split, ICF (Institutional Commitment Form), NR CS (Non-reportable cost share) into KR.
  • Address any proposal issues revised by Office of Sponsored Programs.

Note: % of job assigned to this duty may be changed as the program develops.

Project Management: 15%

  • Assist Extension Business Manager in managing funding portfolio from sponsors at all levels of government, the private sector, and non-profit agencies.
  • Interact with program managers, staff, and leadership at external funding agencies to resolve issues related to project staffing, budget categories, project status updates, extensions, and project reporting.
  • Participate in professional meetings and other professional growth opportunities to improve job knowledge and performance.
  • Support OSP in contract negotiations and in the capture of each stage of incremental funding.
  • Request approvals for pre-award spending as required.
  • Host local PI meetings and site visits.
  • Support PI and OSP in the negotiation of additional work, new project phases, etc., and in the preparing of any documentation required.

Note: % of job assigned to this duty may be changed as the program develops.

Grant Financial Management: 10%

  • Design and implement models to forecast expenditures on existing projects and the likelihood of future funding via pending or planned research proposals. Identify gaps in future funding and help identify future funding opportunities.
  • Prepare and recommend staffing plans for Extension research groups. Using funding forecasts make recommendations regarding needed changes in research and administrative staffing.

Note: % of job assigned to this duty may be changed as the program develops.

Grant Analysis, Reporting & Planning: 10%

  • Keep Extension Fiscal Office management apprised of current and future funding opportunities and plans for capture of those opportunities.
  • Create, monitor, and update record-keeping systems to compile data and prepare reports on department grant submissions and subsequent awards. Utilize data to enhance grant submission processes and improve future proposals. Develop strategies for research management.

Note: % of job assigned to this duty may be changed as the program develops.

SALARY: The salary range for this position is $45,000 – $55,000. Starting salary will be commensurate with education and experience.


  • Bachelor’s degree in accounting, business, sciences, communications, or a related field.
  • Minimum of one year of research project management experience.
  • Strong written communication skills, as evidenced by application materials.
  • Must have a valid driver’s license or the ability to obtain a driver’s license or access to a licensed driver by the employment start date.


  • A degree or post-bachelors degree certificate in Contract/Research Administration or related field.
  • Experience creating budgets and budget justifications.
  • Knowledge of OMB Uniform Guidance cost accounting guidelines.
  • Knowledge of the administration and management of federal grants.
  • Knowledge of Kuali Research proposal development system (KR).
  • Familiarity with the scientific research process.
  • Experience preparing and submitting research proposals.
  • Demonstrated experience in providing excellent customer service skills, working in a team environment, collaborative approach to work, and building effective professional relationships.
  • Strong communication skills.
  • Strong skills in Microsoft Word, Excel, and Adobe Acrobat.

BENEFITS: Based on full-time employment. Twenty-four working days vacation each year, 15 days sick leave. Enrollment in group health, life and accident insurance, various retirement plans, work injury benefits, and disability insurance are all available. Available personal transportation required, travel allowance provided. A full description of benefits is available at:

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Vice President for Equity, Equal Opportunity, and Title IX, 123 Student Services Building, Fort Collins, CO. 80523, (970) 491-1715.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

BACKGROUND CHECK: Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

Application process and additional information may be obtained at