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Due to the evolving situation with COVID-19, we are temporarily stopping our general hiring process. We may be continuing some select positions that are key to the operations of the University. Existing applicants who are scheduled for interviews or have received a job offer should contact their hiring manager for additional updates. We appreciate your understanding as this is an unprecedented situation. Please visit to read the latest information regarding UD’s response to the pandemic.

Contract & Grants Specialist I, Research Office

Apply now Job no: 494609
Work type: Staff
Location: Newark
Categories: Research & Laboratory, Full Time



Under the general direction of the Senior Contract and Grant Specialist, the Contract and Grant Specialist responds to, processes and approves proposal submissions, executes contracts, generates awards and provides oversight of award management, including sub-contracts for the departments for which they are assigned. The Contract and Grant Specialist interacts with department administrators, faculty members and sponsor contacts on a frequent basis. The Specialist will interpret policy and act as a resource to the departments for which they are assigned. A Specialist at this level will have a workload which consists of a broad set of departmental administrators and sponsors where possible. Typically it is expected that the Specialist will stay at this level for at least two to five years.



  • Manage contract and grant administration for a distinct set of academic or administrative departments.
  • Approve, on behalf of the University, proposal requests up to $250,000 (secure approval from appropriate personnel when requests exceed this limit), and process and submit proposals, including verifying accuracy of budgets, and all other requests derived from the sponsors call for proposals.
  • Execute grant awards or negotiate contracts when proposals are won; process award in UD Grants System, interface with the Associate Provost, Research and Regulatory Affairs and Research Counsel to aid in the negotiation of the contracts or sub-contracts included in the award. 
  • Formulate processes and procedures for negotiation of contract and grant pre-awards and post-awards to meet university requirements; research appropriate federal, state, and local requirements to facilitate compliance by all parties; works to resolve conflicting interests, as necessary.
  • Oversee fund management at the department level by providing regular reports and guidance as well as training when necessary to the faculty and department administrators.  
  • Advise faculty on funding opportunities, strategies, policies as well as on personnel funding and forecasts expected financial needs based on current and pending funds. Interface with the federal and industrial sponsors, faculty, and department administrators frequently to resolve issues or interpret policy.


Proposal Submission:

  • Compile and analyze data in the processing of proposals, review and approve proposals to government agencies, private foundations and corporations, when the amounts of such proposals are within the prescribed limits for signature authority and are in accordance with all other university policies and sponsor rules and regulations; forward to other personnel for appropriate approval when necessary.
  • Update the UD Grants System.
  • Work closely with department administrators to assure the timely and accurate processing of proposals.
  • Provide advice and assistance to faculty, staff, graduate students and administrators concerning policies, procedures, and sponsor rules and regulations in the preparation and submission of proposals.


Award negotiation, set up and notification:

  • Coordinate contract and grant negotiations, as assigned, and serve as a liaison between the University, funding agencies, and contract entities. 
  • Review all awards, and negotiate and approve the terms and conditions of awards whose amounts are within the prescribed limits for signature authority.
  • Independently negotiate sponsored research contracts, grants, and agreements, some of which may be large and complex, and interdisciplinary in nature.
  • Consult with the Associate Provost, Research and Regulatory Affairs and Research Counsel in the negotiation and approval of awards that consist of contracts and subcontracts.
  • Compile and analyze data in the processing of pre-awards, awards, award extensions, subcontracts, and other related documents, verifying for accuracy and work with department administrators to assure that information submitted meets University and sponsor criteria.
  • Review and approve pre-award requests when such requests are in accordance with university policies. Update the UD Financials and Grants System.
  • Work closely with department administrators to expedite the processing of awards.
  • Assist departments with PeopleSoft issues and questions.


Award Management:

  • Review and approve transactions on all active awards, referring those requests to sponsors when sponsor approval is required.  These transactions include, but are not limited to budget revisions, no-cost extensions, equipment requisitions, journal vouchers, and supplemental contracts.
  • Analyze and evaluate awarded grants, contracts, and subcontracts, advising principal investigators and department liaisons of sponsor requirements.
  • Research, compile and submit that documentation which satisfies the sponsors' requirements.
  • Establish a liaison with the various governmental funding agencies, corporations and private foundations so as to develop effective working relationships and maintain a knowledge base of rules, regulations and other guidelines.
  • Analyze and evaluate budgets in both the pre and post-award stage.
  • Monitor documentation of project expenditures to ensure consistency and compliance.
  • Provide follow up information, resolve problems, and address issues on a frequent and continuous basis during the life of the award. 
  • Review and approve as well as process, subcontract invoices and manage correspondence with the subgrantee as part of the oversight of the award.
  • Assist faculty and staff with development of requests to sponsors for approvals and changes that occur during the award administration.
  • Work with individual sponsors to ensure that requests meet compliance requirements.
  • Facilitate and deliver instruction and training for University administrators, faculty, and staff on contract and grant administration regulations, policies, procedures, techniques, issues, and trends.



  • Bachelor's degree and at least three years of related experience, or equivalent combination of education and experience. Higher education experience preferred.
  • Effective oral and written communication skills.
  • Ability to analyze and interpret data, develop financial plans, manage resources, and analyze budgetary expenditures for compliance with approved budget.
  • Evidence of prior experience in budget preparation and grant or contract management required.
  • Ability to work independently, strong organization skills, attention to detail, handle multiple tasks as well as evaluate and edit content, structure, and format for a range of written material.
  • Knowledge of all stages of the grant process from the request for proposal through closeout, including preparing the final report.
  • Knowledge of University policies and procedures is essential.
  • Requires analytical, evaluative, and objective critical thinking skills.
  • Information research skills. 
  • Database management skills.
  • Skill in examining and re-engineering procedures and formulating policy, and in implementing new procedures.
  • Skill in the formulation, negotiation, and establishment of contractual arrangements. Ability to present educational programs and/or workshops and the ability to present effectively to small and large groups. 
  • Project management skills and the ability to resolve complex problems/issues and to make administrative/procedural decisions and judgments.
  • General knowledge and familiarity with the Office of Management and Budget circulars regulating federal allowable and allocable cost strongly preferred.



Certified Research Administrators credential preferred.

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