Job Details

Grant Program Coordinator

The Grant Program Coordinator provides administrative oversight and coordination for the department's grant process for grants, contracts, protocols and other awards.

The ideal candidate brings experience submitting grant proposals to a variety of sponsors, including NIH, DoD, and foundations with demonstrated knowledge of sponsor guidelines and submission processes. They have experience creating, updating, and maintaining Biosketches and other support documents, and experience directly working with faculty.

MD Anderson offers employees: paid employee medical benefits (zero premium) starting on first day for employees who work 30 or more hours per week. Group Dental, Vision, Life, AD&D and Disability coverage. Paid time off (PTO) and Extended Illness Bank (EIB) paid leave accruals. Paid institutional holidays, wellness leave, childcare leave, and other paid leave programs. Tuition Assistance Program after six months of service. Teachers Retirement System defined-benefit pension plan and two voluntary retirement plans. Employer paid life, AD&D and an illness-related reduced salary pay program. Extensive wellness, recognition, fitness, employee health programs and employee resource groups. Opportunities for professional growth through Career Development Center and Mentoring programs.

Key functions include:

• Pre Award Administration and Funding Development: Provide end-to-end pre-award administrative support for federal, state, foundation, and industry-sponsored grants and contracts (e.g., NIH, DoD, CPRIT, foundations). Lead proposal development coordination by creating proposal timelines, checklists, tracking milestones, and ensuring all sponsor and institutional requirements are met prior to submission. Develop, prepare, and review complex grant budgets, including personnel effort, salary cap considerations, fringe benefits, allowable costs, cost-sharing commitments, and multiyear projections. Prepare and review budget justifications, ensuring alignment with sponsor guidelines and institutional policy. Provide comprehensive support for investigator Other Support, ensuring accuracy, completeness, and compliance with evolving sponsor disclosure requirements. Provide administrative assistants support as needed for investigator Biosketches. Assist investigators with SciENcv compliant proposal document preparation. Coordinate proposal assembly and submission through multiple sponsor systems and portals (e.g., eRA Commons, ASSIST, Grants.gov, DoD portals, foundation specific systems). Coordinate proposal assembly and submission through internal Click system. Manage subaward proposal components, including both incoming and outgoing subawards, ensuring timely collection, review, and confirmation of subrecipient scope of work, budgets, F&A rates, and required certifications. Identify potential funding opportunities, maintain rolling grant deadline calendars, and disseminate targeted funding information to investigators and research staff. Apply strong problem-solving, prioritization, and time management skills to successfully manage high proposal volume and competing sponsor deadlines.
• Compliance Coordination: Coordinate closely with faculty, Research Administration, Compliance, Legal, Finance, and other institutional offices to facilitate compliant grant and contract submissions. Ensure proposals and subaward documentation comply with sponsor regulations, institutional policies, and federal requirements. Provide administrative oversight for research contracts and agreements, including preparation of budgets and coordination of internal and external review, negotiation, approval, and activation. Submit and manage Material Transfer Agreements (MTAs), coordinating with Research Administration, Legal, and external collaborators to ensure timely approval and execution. Support compliance documentation related to human subjects, animal research, biosafety, conflict of interest, and other regulatory requirements as applicable to pre-award submissions and Just in Time requests. Maintain accurate records and tracking systems for proposals, agreements, compliance approvals, and sponsor communications.
• Administrative, Fiscal and Stakeholder Coordination: Serve as a primary point of contact and trusted advisor for department leadership and faculty regarding pre-award strategy, timelines, and administrative requirements. Advise investigators and department leadership on required proposal documentation, submission processes, and internal routing deadlines. Manage fiscal components of assigned grants and awards, including preparing, reviewing, and submitting budgets, financial documentation, and progress reports as required by sponsors and institutional policy. Coordinate across multiple internal and external stakeholders, including faculty, department staff, central administration, subrecipients, sponsors, and institutional reviewers. Demonstrate excellent organizational skills, attention to detail, and written and verbal communication abilities in managing complex and multi-investigator proposals. Proactively identify potential submission risks or compliance issues and recommend solutions to ensure successful, timely proposal submission.

Other duties as assigned.

Education: Required: Bachelor's degree. Preferred: Master's degree.

Experience: Required: Three years extensive administrative experience. One year required experience with Master's degree. May substitute required education degree with additional years of equivalent experience on a one to one year basis. Preferred: Experience of submitting grant proposal applications to sponsors (e.g. NIH, DoD, Foundations). Experience creating and maintaining Biosketches and Other Support documents. Experience handling budgets and budget justifications. Experience working directly with faculty.