Position Classification Description

Position Class Code / Title: B4011 / Sr Contract & Grant Admnstrtr
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 13

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Provides and coordinates centralized administrative and technical guidance and support to faculty and staff seeking outside funding for research, public service, and special sponsored institutional projects. Negotiates, administers, extends, terminates, and renegotiates contracts and sub-contracts, as appropriate to the specific position. Researches and interprets relevant regulations, guidelines, and standards, and oversees the processing of contracts and/or grants. Provides guidance and training to lower level administrators as appropriate, and serves as a principal point of liaison with contractors and funders of University programs.

Duties and Responsibilities

  1. Provides independent guidance and oversight to research faculty, staff, and administration in the development and preparation of research proposals, contracts, sub-contracts, and agreements, to include budgets, documentation, and interpretation of funding requirements.
  2. Independently negotiates sponsored research contracts, grants, and agreements, some of which may be large, complex, and multi-institutional in nature.
  3. Provides professional guidance and/or mentorship to research staff and lower level administrators, as assigned, in the development of large, complex proposals.
  4. Reviews incoming research proposals for accuracy of structure, compliance with University policies and procedures, conflict of interest, appropriateness of terms and provisions, and, as appropriate, compliance with IRB and HIPAA requirements.
  5. Analyzes and evaluates contract and grant budgets for correct calculation of expenditure categories such as salaries, percent of effort, salary adjustment increases, fringe benefits, indirect costs, materials, and equipment.
  6. Prepares and delivers scheduled instruction and ad hoc training, as required, for University administrators, faculty, and staff on contract and grant administration regulations, policies, procedures, techniques, issues, and trends.
  7. Coordinates and leads contract and grant negotiations, as assigned, and serves as a senior liaison between the University, funding agencies, and contract entities; researches, drafts, and approves formal responses to requests for proposals, quotation, contracts, and agreements.
  8. Analyzes and evaluates awarded proposals, contracts, and subcontracts for compliance with funding agency, federal, state, and university requirements; approves or rejects deviations from contract specifications; prepares required acceptance documentation, and obtains official University signatures.
  9. Formulates processes and procedures for negotiation of contract and grant pre-awards and post-awards to meet university requirements; researches appropriate federal, state, and local requirements to facilitate compliance by all parties; performs, leads, and/or guides arbitration and resolution of conflicting interests, as necessary.
  10. Coordinates receipt of awards and contract documentation; maintains proposal and funding records in database systems, and prepares scheduled and special reports, studies and analyses.
  11. Initiates and oversees implementation of special projects, as assigned; provides functional oversight to technical or support staff engaged in project activities, as appropriate.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 10 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to analyze budgetary line items for compliance with budget guidelines.
  • Records maintenance skills.
  • Database management skills.
  • Advanced knowledge and understanding of Federal, State, and University regulations, guidelines, and policies covering contracting and granting process for public institutions.
  • Knowledge of grant funding policies and procedures and applicable local, state, federal and university regulations.
  • Skill in the formulation, negotiation, and establishment of complex, integrated contractual arrangements.
  • Advanced analytical, evaluative, and objective critical thinking skills.
  • Ability to make complex administrative/procedural decisions and judgements.
  • Technical leadership skills within area of expertise.
  • Ability to develop and present educational programs and/or workshops.
  • Knowledge and understanding of proposal and grant writing procedures and requirements.
  • Advanced verbal and written communication skills and the ability to present effectively to small and large groups.
  • Project management skills and the ability to resolve complex problems and issues.

Distinguishing Characteristics

    Position requires: a) provision of expert guidance, consultation, and quality control to research faculty, staff, and administration regarding all facets of the contracting and granting processes; b) preparation and delivery of formal training and instruction on contract and grants administration to faculty and staff; c) independent negotiation and facilitation of relatively complex, integrated contractual arrangements; d) formulation of processes and procedures for contract/grant negotiations; e) project management of assigned special projects; f) provision of technical leadership and functional guidance to lower level Contract and Grant Administrators.

Conditions of Employment

  • Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 12/12/2019