Pre-Award Coordinator

This position is being posted at two levels, G&C Professional 2 and 3 in the Pre-Award Admin specialty. At G&C professional 3 level, this position will serve as an expert and provide lead work in pre-award. Applicants will be considered for either Professional 2 or 3 based on their qualifications.

The Pre-Award Coordinator provides comprehensive pre-award research administration support to faculty and staff within the College of Veterinary Medicine (CVM). This position plays a critical role in proposal development, regulatory compliance, and research data tracking.

This position also contributes to institutional research impact reporting, knowledge management, system improvement initiatives, and training efforts. The role reports directly to the Research Office's Administrative Director and works closely with CVM's SPA Grant and Contracts Officer to ensure high-quality, compliant proposal submissions.

Location and Work Environment

• Hybrid
• 1 day in office each month (roughly)

Work Schedule

• Monday - Friday, 8am - 4:30pm (with a flexible schedule when needed to process proposals)

Appointment Term

• 12 months

Essential Employee Designation

• Non-Essential Employee

Visa Sponsorship

• This position may be eligible for visa sponsorship

Job Responsibilities

85%- Pre-Award Administration

• Assist with auditing and refining internal workflows to identify barriers; design, recommend, and implement solutions that increase the efficiency and accuracy.
• Liaise with CVM's SPA Grant and Contracts Officer to ensure compliance and consistency.
• Assist with creating Standard Operating Procedures (SOPs) for new sponsors and institutional systems (e.g., MN-GEMS).
• Assist the Administrative Director in planning and preparing complex multi-institutional proposals, center grants, and program project submissions.
• Manage the timely submission of grant proposals to federal, business & industry, and philanthropic sponsors by providing full lifecycle proposal management from concept to sponsor submission, including:
  • Developing project timelines and submission checklists
  • Creating and managing proposal budgets
  • Reviewing formatting and content for sponsor compliance
  • Routing proposals through internal approval systems
  • Submitting applications via sponsor platforms (ASSIST, Grants.gov, ezFedGrants, and others)
• Advise faculty and staff on University and federal policies, sponsor requirements, eligibility, and compliance obligations.
• Contact funding agencies to clarify program requirements, policy interpretations, and submission logistics and serve as a liaison between the PIs and the College

10%- Data, Information, and Resources

• Maintaining sponsored projects pre-award grant files and summaries, maintain and track pending awards, track new grant awards, and prepare grant reports as needed.
• Providing data on collegiate proposal submissions and awards.
• Helping to develop tools for pre-award use (checklists, budget templates, calculators, job aid tutorials)
• Maintain knowledge management systems including:
  • CVM pre-award Google site
  • Sponsor-specific checklists
  • Budget templates and calculators
  • Proposal tracking lists
  • Onboarding manuals and training materials
  • Pre-award intranet updates

5%- Other Duties As Assigned

• Supporting and organizing college research events, including a One Health Event, RIDE Seminars and Summit, and special events
• Assisting with organizing Federal Grant Writing Groups for early-career faculty and postdoctoral scholars
• Training, onboarding, and supporting new Pre-Award Specialists and Department Administrators as needed

Required Qualifications

• For the G&C Professional 2 level:
  • Bachelor's degree in business administration, public administration, finance, accounting, research administration, or a related field, plus two years of experience or a combination of related education and work experience equal to at least six years.
• For the G&C Professional 3 level:
  • Bachelor's degree in business administration, public administration, finance, accounting, research administration, or a related field, plus four years of experience or a combination of related education and work experience equal to at least eight years.
• Demonstrated ability to manage multiple complex projects simultaneously while meeting strict deadlines.
• Strong written and verbal communication skills, including the ability to draft administrative proposal components (letters of support, representations, and certifications).
• Demonstrated ability to interpret policy and clearly communicate regulatory requirements to faculty, staff, and leadership.
• Experience using electronic research administration systems and sponsor submission platforms (e.g., Grants.gov, ASSIST, ezFedGrants, or similar institutional routing systems).
• Demonstrated experience preparing and submitting grant proposals to sponsors and working knowledge of federal regulations governing sponsored projects (e.g., Uniform Guidance/PAPPG).
• Strong organizational skills with exceptional attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Excel, Word, etc), Google Suite platform, and data tracking/reporting tools

Preferred Qualifications

• Experience developing and managing complex proposal budgets, including salary/fringe calculations, indirect costs, tuition remission, subawards, and multi-year projections.
• Knowledge of sponsor-required certifications and compliance requirements, including conflict of interest disclosures, external professional activities reporting, and related regulatory documentation.
• Experience managing a diverse portfolio of non-federal grants and contracts, including industry and philanthropic sponsors, while ensuring compliance with complex cost-sharing requirements and varying Indirect Cost (IDC) rates.
• Experience with no-code platforms, such as Airtable, SmartSheets, Zapier, et

Physical Requirements (preferred but not required)

• Lifting: Ability to lift and carry up to 10 lbs
• Pushing/pulling: Ability to move heavy equipment or machinery
• Standing/walking: Ability to remain on your feet for the duration of a 2 hour shift
• Bending/stooping: Frequently reaching toward the floor or working at low levels
• Fine motor skills: Picking up small components, typing or using precision tools
• Reach: The ability to extend arms overhead or horizontally retrieve items
• Visual acuity: Close range vision for computer work
• Auditory awareness: Ability to hear warning signals, alarms or communicate in loud environments

The College of Veterinary Medicine (CVM) Research Office puts people first to help them develop and thrive as research scientists, innovators, and mentors. We do this by strategically investing in CVM researchers, providing support for and removing barriers to their scientific progress and career advancement, and enhancing the visibility of their work. The Research Office seeks to nurture a diverse, vibrant research community where scientists feel supported in exploring bold ideas to improve lives; in funding, conducting, and sharing their work; and in training the next generation of researchers.

Pay Range:

For G&C Pro 2: $31.25 - $36.06/hr; depending on education/qualifications/experience

For G&C Pro 3: $37.01 - $41.83/hr; depending on education/qualifications/experience

Time Appointment: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

While our salary ranges provide a framework, it is important to note that most of the time, the initial pay may not reach the maximum of the range. This approach ensures that compensation reflects the value and unique contributions of each candidate while maintaining equity within our organization. As part of our commitment to fair and equitable compensation, please be aware that the salary offered to incoming candidates will be based on their individual credentials and experience.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by Forbes as a Best Employer for Company Culture (2026), Best Employer for Women (2023), and Best Employer by State (2022-2026). In 2026, we also received Culture Excellence & Industry Awards recognition for employee appreciation and work-life flexibility.