Grants Coordinator

Elmhurst University

Elmhurst University is a leading institution of higher education that seamlessly blends liberal learning and professional preparation to help students reach their full potential. Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazines consistently rank Elmhurst as one of the Midwest’s best values in higher education.

Position Details

Grants Coordinator
Northern Illinois
Elmhurst, IL

Provides for the central support and oversight of external grants and contracts. This includes institutional compliance and pre-award and post-award services for submissions involving government grants, cooperative agreements and contracts; submissions to domestic and foreign non-profit entities and corporations; and submissions for federal flow-through subawards to the University that are passed through from other sponsors.

Essential Functions:

Institutional Compliance

  • Oversee the submission of extramurally-funded proposals and the negotiation of research contracts and subawards. 
  • Keep institutional compliances current, e.g.IRB, Conflict of Interest, Federal-wide Assurances, etc. 
  • Maintain institutional signature authority on extramurally-funded proposals and awards. 
  • Interpret regulations and guidelines for the institution and maintain required policies and procedures. 
  • Maintain internal control documentation in compliance with federal, state and private regulations and guidelines. 
  • Write, update, and maintain the Principal Investigator/Program Director Handbook, which will serve as the policies and procedures manual for University grants and contracts. 
  • Provide support and training to all grant stakeholders on how to more efficiently and effectively manage their respective grants in following University policy, granting agency guidelines, and all applicable federal regulations.


  • Keep institutional logins current for sponsor electronic submission systems. 
  • Answer questions related to sponsor guidelines and proposal requirements. 
  • Provide required institutional information / documentation for proposal submission. 
  • Validate compliance approvals specific to project (e.g.IRB). 
  • Assist faculty in preparing proposal budgets and gathering administrative requirements for proposal submissions. 
  • Submit grants on behalf of the University and execute required subawards. 
  • Maintain list to track submitted proposals/contracts and funding statuses. 
  • Determine status of pending applications through proactive follow-up. 
  • Accept awards on behalf of the institution. 
  • Be the liaison for Institutional Advancement for privately-funded submissions.


  • Negotiate contracts and incoming subawards on behalf of the institution; Liaison to Legal as needed. 
  • Review financial risks inherent in doing business with the sub-recipients; Review sub-recipient audit results and issue management responses and actions as needed. 
  • Verify sub-recipient compliance with federal regulations as appropriate and prime sponsor terms and conditions. 
  • Assist principal investigators in interpreting sponsor guidelines. 
  • Review and submit agency prior approval requests. 
  • Be the liaison with the Accounting Office for award spending and provide information as needed for audits of sponsored awards. 
  • Provide grant coordinator duties as required by the current LSAMP award from the National Science Foundation. 
  • Provide budget to actuals and projection reports to principal investigators; Schedule and document expense review meetings.

Minimum Qualifications:

  • Bachelor’s degree required, preferably in a business-related field; a Bachelor’s degree and comparable grant and contract experience will be considered.
  • Minimum of one year of experience working with grant and contract administration in an academic environment.
  • Knowledge of 2CFR200 (“OMB Uniform Guidance”) and federal funding agency award administration policies and proposal submission experience particularly using preferred.
  • Strong computer and software skills such as Microsoft Office Suite.
  • The ability to work independently as well as with other University personnel, students, vendors and clients.
  • Excellent oral and written communication skills; exceptional attention to detail and organizational skills.
  • Ability to research issues and propose solutions to problems required; ability to exercise sound judgment, discretion and tact.
  • Time management skills and the ability to handle multiple, concurrent tasks within deadlines required; Ability to work effectively under externally imposed deadline pressures.

« Back