Job Details

Grants and Contracts Coordinator - Baker School - UTK

Position Number: 6511166
Location: Chattanooga, TN
Position Type: Sponsored Programs, Grants, and Contracts

Grants and Contracts Coordinator - Baker School - UTK
United States

Job Identification: 4772
Job Category: Financial
Posting Date: 09/04/2025
Job Schedule: Full Time
Locations: 1640 Cumberland Ave., Knoxville, TN, 37996, US

Job Description
The Howard H. Baker School of Public Policy and Public Affairs (Baker School) at the University of Tennessee, Knoxville, seeks applications and nominations for a full-time Grants and Contracts Coordinator to join the team of professionals within the Baker School. This position is responsible for mitigating institutional risk related to contractual agreements and grants ensuring they are properly processed, executed according to agreed terms, funded timely, and managed in compliance with relevant fiscal policies. This role provides administrative coordination through the entirety of the contracts and grants process including compliance review and financial/administrative coordination. This individual will interpret and apply broad policies and procedures related to those areas.

Responsibilities
Sponsored Projects Pre-Award

Works with a team to provide technical assistance relative to all aspects of proposal development, from analysis of requirements to initial stages of proposal planning and budget development, through proposal submission to the funding agency
Coordinate and review subrecipient documentation required by the sponsor and UTK, to include Statement of Work (SOW), authorized letter of collaboration and/or cost share commitment, detailed budget, budget justification, and supplementary documents
Reviews research proposals along agency RFP/solicitation guidelines, as well as University guidelines, to ensure that technical proposal meets agency requirements; budgets align with statement of work; costs are allowable under 2 CFR 200 (Uniform Guidance); cost-sharing commitments, if any have been obtained and approved
Handles competing priorities, including multiple proposals of different complexity, guidelines, and requirements, accurately and efficiently
Provides on-going updates and information regarding the status of research activities
Develop processes to make sure the department/college is compliant with financial policies set by granting agencies
Collaborates with department staff, grant officers, and fiscal teams from other universities and government organizations on relevant tasks
Acts as departmental liaison with external research partners, funding agency representatives, and the campus Office of Research, Innovation, and Economic Development (ORIED)

Sponsored Projects Post-Award

Provides guidance and oversight to researchers, business managers, the budget director, and others within UT departments in the fiscal management of sponsored funds to ensure compliance with all Federal, State, University, and private sponsor requirements for financial reporting
Facilitates the resolution of sponsored project-related issues
Monitors sponsor budgets, cost share, subawards, guidelines, and expenses for allowability and compliance and ensure timely and accurate effort certification
Participates and assists with internal and external audit-related issues
Monitors the limitations of funding requirements and advises Researchers, Business Managers, the Budget Director, and others within UT departments when to contact sponsors for additional funding
Coordinates and conducts preparation and processing of post-award actions such as budget revisions, no-cost time extensions, change in project personnel, addition or elimination of sub-awardee participants, completion and submission of closeout documents
Provides exceptional service to faculty, staff, administrators, and sponsors regarding the fiscal management of sponsored funds; the mitigation of potential compliance risks and liability; the navigation of research administration tools and systems; and the overall management of sponsored accounts

Contracts Coordination

Ensure that contracts are properly processed, executed according to agreed terms, funded timely, and managed in compliance with relevant fiscal policies
Provides administrative coordination through the entirety of the contracting process, compliance review, and financial and administrative services for contract related functions
Ensure that the services are necessary and cannot be performed satisfactorily and economically by internal sources before contracting with an outside party
Determine whether services are biddable and should be procured through the purchasing department
Determine and proceed with the appropriate contracting method
Drafts contracts, using the university's standard contract form, whenever possible for the standard terms and conditions; or reviews proposed contracts from associated vendors/organizations
Submits the contract through the appropriate review and approval process; works in partnership with the UTK Contracts Office and other supporting units to successfully execute agreements
Ensures services have been performed satisfactorily before approving and processing requests for payment

Finance, Human Resources, and General Administration

Manages the Contracts general email account - responds to daily inquiries regarding contracts and sponsored projects; takes proper action on inquiries requiring research, processing, or execution of contract or related payments
Compiling and analyzing financial data for reports, forecasting, compliance, and evaluation of sustainability
Monitors, verifies, and reconciles expenditures and monthly financial ledgers
Oversee labor distribution, salary costing, travel and human-resources tasks for grant and contract-related personnel
Interacts with other internal administrative units on campus such as ORIED, UT Research Foundation (UTRF), UT Foundation, UT Institute of Agriculture (UTIA), Global Research Office, Office of Institutional Research and Assessment (OIRA), Contracts, and Procurement for information exchange, problem resolution, and clarification of policies and procedures
Work with Program Manager, Budget Team, and Center Directors to support CETEP and NSFA with budgeting, finance, and administration needs to include timely expense reporting and processing
Participates in professional associations and conferences which benefit the management and administration of sponsored research, contracts, and other continuous self-study opportunities
Prepare and deliver research and contract-related training (e.g., budget development, allowability of costs, effort certification, processes, timelines) one-on-one, to entire departments, and during new faculty orientation

Qualifications
Required Qualifications

Education:

Bachelor's Degree

Experience:

Minimum of three (3) years of experience in contracts and/or research or specific experience interpreting and applying federal regulations relative to sponsored research
Ability to learn and become proficient in software applications involved in website content management systems, online event calendar platforms, social media management, emergency/alert communications, and creative/written project tracking.
Working knowledge of Wordpress and UX research methodologies, including contextual inquiry, interviewing, focus groups, surveys, and card sorting.

Knowledge, Skills, and Abilities:

Critical analyses abilities; keen attention to detail
Expert knowledge of federal regulations and agency-specific guidelines, and the ability to apply them
Excellent and effective written and verbal communication
Outstanding and proactive problem-solving skills
Ability to discern types of information required through gathering and analysis of data
Outstanding customer service skills and the ability to work and/or lead (as appropriate) within a team
Technical skills to navigate various electronic proposal platforms
Comprehensive knowledge of available resources
Demonstrated strong interpersonal skills to deal effectively and tactfully with personnel at all levels
Ability to multi-task
Excellent organizational skills
Project management skills
Excellent working knowledge of Microsoft Office software
Ability to be flexible
Sound judgment with an open and collaborative style of work that encourages teamwork and cooperation to achieve common goals

Preferred Qualifications

Education:

Master's Degree
Certified Research Administrator

Experience:

Sponsored research experience in the academic environment
Experience with grant and contract policies of state, federal, private, and non-profit funding agencies

Preferred Knowledge, Skills, and Abilities:

Knowledge of DASH, Cayuse, and Agiloft
Knowledge of contract/research administration issues, including financial management, and the ability to interpret and communicate federal, state, and local laws and regulations related to contract/research administration operations, policies, and procedures.
Knowledge of UT fiscal, human resource, and research policies
Knowledge of Uniform Guidance, Federal Acquisition Regulations, and granting agency requirements.
- Market Range is MR11

Work Location

Work will be conducted primarily on-site in Knoxville, TN
Remote work may be available on either Thursday or Friday with the permission of the position supervisor and consistent with institution regulations. This may be impacted by in-person responsibilities and events which conflict with this schedule.

Compensation and Benefits

Find more information on the UT Market Range structure here
Find more information on UT Benefits here

Application Instructions

For best consideration applicants should submit the materials below:

Cover letter
Current resume
List of three (3) references

About the Howard H. Baker Jr. School for Public Policy and Public Affairs (Baker School)

The Howard H. Baker Jr. School for Public Policy and Public Affairs (Baker School) was established in 2023 to honor the distinguished life and legacy of Howard H. Baker Jr., a former US Senator, Senate Majority Leader, White House Chief of Staff, and Ambassador to Japan. Located in a 51,000-sq. ft purpose-built facility, the Baker School evolved from the Baker Center, which for twenty years has operated as a think-tank producing research, public engagement programming, and an active set of student programs. The Baker School is very excited to add degree programs and to grow its research programming into independent research centers. In addition, the Baker School houses the Institute of American Civics, which is responsible for encouraging civic knowledge and civic participation among UT students and the state at large.

Who We Are

We are a dynamic and close-knit team of dedicated and hardworking individuals who are devoted to research, education, and public service initiatives that address real world problems in local, state, national, and global communities. Each member of our team is a valuable contributor to achieving our mission and we work together to find innovative approaches to moving the Baker School forward. We are fast-moving and growing. Our work is constantly evolving to meet changing needs.

About Us
The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees-the Volunteers-who uphold the university's tradition of lighting the way for others through leadership and service.

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee's flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy's largest multidisciplinary laboratory, Oak Ridge National Laboratory.

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as "Best Employer for New Graduates," "One of America's Best Large Employers," and "Best Workplace for Women," and has been designated as "Best Place for Working Parents" by Forbes Magazine.

Apply today and join the Tennessee Volunteer community!

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/4772/?mode=location