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Established 1908

Job Vacancy #24 – 21 Grant Management Coordinator Business Services, Finance Department Fort Collins, CO   arrow

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.


For more than 100 years, CSU Extension has been working with Colorado residents to improve profitability and sustainability of their agricultural businesses, enhance healthy choices, and augment community and personal well-being. CSU Extension provides national, research-based information and programming on a wide array of topics including 4-H youth development; individual, family, and community well-being; nutrition, food safety, and health; natural resources and water; and the agricultural areas of cropping systems, food systems, and livestock and range. CSU Extension is also a trusted resource for building and strengthening Colorado communities and leading discussions and initiatives on critical issues identified by our stakeholders.

CSU Extension has a campus staff of over 60, approximately 90 campus faculty, and a field workforce of over 200 faculty and staff around the state working through regional centers and offices cooperatively established with county governments. Another 17,000 volunteers and community partners make CSU Extension possible. CSU Extension is administered by Colorado State University in cooperative partnerships with CSU’s eight colleges; the U.S. Department of Agriculture and other federal agencies; Colorado state agencies and municipalities; and dozens of nonprofit organizations. CSU Extension is supported by cooperative arrangements with nearly all of Colorado’s 64 counties through appropriations, facilities, staff, and other support.

The Office of Engagement and Extension (OEE) was organized in 2006 to advance CSU’s engagement and outreach missions. In addition to CSU Extension, OEE includes CSU Extended Campus (including CSU Online), the Colorado Water Center, and a variety of vibrant programs that engage the teaching, research, extension, and service missions of Colorado State University. The Vice President for Engagement and Extension (VPEE) is the principal administrative, academic, and fiscal officer for these divisions, reports to the CSU President, and works closely with the Provost/Executive Vice President. These divisions work collaboratively across all Colleges and offices on campus, and have strong engagement programs throughout Colorado, the Western US and globally. At any given time, OEE’s divisions include over 400 employees. The total of budgets for all divisions is approximately $85 million. OEE is one of the most institutionally comprehensive commitments to engagement and outreach among all land-grant and other universities. Propelled by OEE’s leadership, nationally CSU is a Carnegie Engaged University (2008, 2014), is a member of the Engagement Scholarship Consortium, is an APLU Innovation and Economic Prosperity University (2016), and is highly ranked for its online degree programs. Annually, CSU Extended Campus garners enrollments of over 10,000 learners and CSU Extension delivers approximately 500,000 educational contacts.

Colorado State University, a prestigious Carnegie Doctoral Research Very High University, was established in 1870 and remains inspired by its land-grant heritage and world-class faculty, staff and students. CSU enrolls approximately 33,000 on-campus undergraduate, graduate, and professional students, and is the largest employer in northern Colorado with more than 7,400 faculty and staff. Colorado State University is located 60 miles north of Denver in the beautiful city of Fort Collins.

APPLICATION PROCESS AND DEADLINE: For full consideration, all materials must be RECEIVED no later than 11:59 PM Mountain Time on Sunday, December 26, 2021. Please submit the following to to apply:

  • Resume
  • Cover letter addressing how you meet the required and preferred job qualifications.
  • Transcript of college(s) course work showing degrees conferred. Please remove all references to birth date or social security number.

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 Matthew Wills at (970) 491-7950 or


Reporting to the OEE Business Manager – Grants & Receivables, the Grant Administrator has primary responsibility for 1) providing post-award oversight and coordination of funded projects for OEE and 2) coordinating the submission of proposals to funding agencies.

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 Administrator serves as the liaison between OEE’s Principal Investigators (PIs) and the Office of Sponsored Programs. The Grant Administrator must be familiar with the specific processes and procedures related to travel, p-cards, purchase orders, check/ACH requests, invoices, journal entries, deposits and payroll processing.  The Grant Administrator knows the University systems used by Accounting, Accounts Payable, and Sponsored Programs, in order to efficiently perform the duties of the position.  Systems may include Kuali Financial System, Kuali Research, Oracle, Banner, and WebFocus. The ability to utilize these systems and review reports allows the Grant Administrator to accurately complete transactions and identify and correct accounting and budgeting issues.

The Grant Administrator works with all of OEE’s active investigators to provide front-line support to all active projects within the unit.  The position helps to ensure that PIs are meeting the administrative requirements on their grants with accuracy and will provide assistance to PIs in budget oversight over the life of the grant.  This position requires knowledge to oversee and manage the grant and restricted funds for university compliance with state regulations, generally accepted accounting standards, non-federal and federal grant sponsor reporting requirements, OMB-133 and A21 compliance, and other federal requirements. The Grant Administrator detects problems and works with supervisor to advise PIs and grant staff on proper actions required to come to a resolution.

The Grant Administrator works closely with PIs to coordinate and submit multiple research proposals and ensure compliance with sponsor requirements, including cost-share requirements, through consultation with sponsor representatives and the Office of Sponsored Programs. The Grant Administrator 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 Administrator 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 OEE Business Manager – Grants & Receivables.


Post-Award Grant Financial Management: 35%

  • Analyze, monitor, reconcile and produce monthly reports for grant accounts, including cost-sharing accounts, for PIs.
  • Review monthly diagnostics, investigate and correct problems/discrepancies by revising the routine and/or posting a journal entry.
  • Oversee and manage OEE’s grant and restricted funds for university compliance with state regulations, generally accepted accounting standards, non-federal and federal grant sponsor reporting requirements, OMB-133 and A21 compliance, and other federal requirements. Detect problems and work with supervisor, outside departments, and funding agencies to advise on proper actions required to come to a resolution.
  • Prepare historical financial reports for the OEE Leadership and offer strategic review as needed.
  • Know all University software systems used by Accounting, Accounts Payable, and Sponsored Programs, including Kuali Financial System, Oracle, Kuali Research, and WebFocus.

Proposal Development: 30%

  • Review and interpret proposal announcements to ensure proposals meet unique sponsor guidelines for multiple funding mechanisms including grants, contracts, task orders, or cooperative agreements.
  • Advise OEE personnel on the requirements for proposals. Establish timeline to meet critical deadlines, especially for collaborative proposals or proposals with subrecipients.
  • 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.
  • Create Kuali Research (KR) proposal documents for University review and approval, adhering to Sponsored Programs and sponsor deadlines.
  • 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), NRCS (Non-reportable cost share) into KR.
  • Request approvals for pre-award spending as required.
  • Address any proposal issues revised by Office of Sponsored Programs.

Post-Award Transaction Approval and Budget Review: 25%

  • Guide and assist PIs in understanding University fiscal policy and procedure. Ensure PIs and grant staff follow University fiscal policy and procedure.
  • Confirm the grant budget balance is available for spending and ensure appropriate forms and processes are used for purchases and financial transactions.
  • Analyze, review and authorize payment requests for restricted funds to ensure all pay documents are in compliance with budgeted expenditures and for authorization under grant awards.
  • Review cash balances, monitor progress on work with PIs on budget spending.

Grant Analysis, Reporting & Planning: 10%

  • Keep OEE Financial 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.

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, communications, or a related field.
  • Minimum of two years 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-bachelor’s degree certificate in Contract/Research Administration or related field.
  • Knowledge of OMB Uniform Guidance cost accounting guidelines.
  • Knowledge of the administration and management of federal grants.
  • Experience creating budgets and budget justifications.
  • Experience preparing and submitting research proposals.
  • Knowledge of Kuali Financial System and Oracle HR/Payroll.
  • Knowledge of Kuali Research proposal development system (KRPD).
  • 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: Colorado State University is committed to providing employees with a strong and competitive benefits package that supports you, your health, and your family. Visit CSU’s Human Resources website for detailed benefit plan information for permanent full-time and part-time faculty and administrative professional employees in the following University benefit areas.

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/expression, or pregnancy in its employment, programs, services and activities, and admissions, and, in certain circumstances, marriage to a co-worker. The University 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 and equal access institution and 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 Director of the Office of Title IX Programs and Gender Equity, 123 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-1715,

The Section 504 and ADA Coordinator is the Director of the Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836,

The Coordinator for any other forms of misconduct prohibited by the University’s Policy on Discrimination and Harassment is the Vice President for Equity, Equal Opportunity and Title IX, 101 Student Services Building, Fort Collins, Co. 80523-0160, (970) 491-5836,

Any person may report sex discrimination under Title IX to the Office of Civil Rights, Department of Education.

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