Grants Specialist 123740

Job no: 494112
Position type: Staff Full-time
Location: Pensacola - Main Campus
Division/Equivalent: Academic Affairs Division
School/Unit: Research Administration&Engagement
Categories: Research and Administration

Apply now

The University of West Florida is an Equal Opportunity/Access/Affirmative Action/Disabled/Veteran employer. Any individual requiring special accommodation to apply is requested to advise UWF by contacting UWF Human Resources at 1-850-474-2694 (voice) or 1-850-857-6158 (TTY). E-Verify is required for employment. All applications for employment at the University are subject to Florida public records law. 

Please review job requirements carefully.  Failure to submit all pieces of the application may result in disqualification. Applications are accepted on the University of West Florida career site: For assistance contact UWF Human Resources at 850-474-2694 or

Employment based visa sponsorship will NOT be considered for this position.

Position Number: 123740
Position Title (Classification Title):  Grants Specialist 123740
Working Title:  Grants Specialist
Job Summary: Supports faculty and college administration to prepare and submit proposals for external funding from federal, State, and industry sponsors, including preparing project budget(s), ensuring alignment between proposal text and funding announcements, and executing final proposal submission.
Department Research Administration&Engagement
FLSA: Exempt
Minimum Qualifications: A high school diploma and five years of appropriate experience. Appropriate college coursework may substitute at an equivalent rate for the required experience.
Position Qualifications: Bachelor's degree. Professional experience that documents teamwork and client-service capabilities. Demonstrated professional communication skills. Demonstration of critical thinking and problem solving in a professional setting. Ability to read technical documentation and contracts. Ability to organize heavy workload and meet deadlines. Ability to work in a team environment.
Preferred Qualifications Bachelor's degree with 3 years experience in sponsored research and/or university administration; Master's degree and 1 year university administration; Certified Research Administrator designation.

Thorough knowledge and understanding of complex federal and state regulations, including but not limited to (Uniform Guidance [2 CFR § 200] and Federal Acquisition Regulations [FAR]), along with University policies and procedures governing sponsored research administration.

Basic knowledge and understanding of legal terminology and standard clauses in contract law. Knowledge of online proposal processes and database searches.
Essential Functions / Job Duties:
  • 5% - Pre-proposal Development Coordination and Training: Promotes University’s research mission by encouraging University community to become actively involved in pursuing external funding to support their research endeavors. Meets with faculty to discover their research interests and expertise to identify funding opportunities and develop collaborations among faculty and outside parties. Reviews funding priorities of federal, state, local and private funding agencies to identify potential funding sources and upcoming deadlines. Retrieves and disseminates program announcements to appropriate researchers in timely manner in order to develop ideas for project development. Supports departmental efforts related to training faculty, business managers and students in the areas of on-line funding searches, effective proposal development, various online submission processes and program administration. - (Essential)
  • 5% - Keeps abreast of University policies and procedures, and various federal and state regulations governing sponsored research administration. - (Essential)
  • 70% - Coordination of Proposal Development and Submission: Assists faculty and staff in Colleges, Continuing Education and other administrative units in planning, developing and submitting high quality proposals to federal, state, local and private agencies for funding consideration. Ensures proposals are submitted accurately and in a timely manner. - (Essential)
  • 5% - COORDINATION OF AWARD PROCESS: Coordinates development and processing of grant and contract/subcontract award notices. Serves as liaison between faculty, administration, and agency representatives in negotiating contracts and subcontracts, , no-cost extensions and budget amendments as necessary. Assists faculty in projecting budgetary needs, interprets terms and conditions to ensure acceptability and coordinates negotiations with appropriate parties to resolve any issues. Identifies possible development of intellectual property, export control issues, use of human subjects or animals in research and coordinates with appropriate oversight committees. Assigns fund numbers and initiates fund setup in the Banner system. - (Essential)
  • 10% - ASSIST GRANT/CONTRACT MANAGEMENT: Supports RAE Business Managers to oversee post-award activities with principal investigators, department/college Business Managers, and various campus departments. Provides assistance to faculty and Business Managers in support of various post-award administrative matters including producing, negotiating and processing subcontract agreements. - (Essential)
  • 5% - RESEARCH AND ANALYSIS FOR REPORTS/GENERAL ADMINISTRATIVE SUPPORT: Inputs and maintains data regarding proposals submitted and awards received and prepares various reports of sponsored research activities as requested by various University administrators and departments. Promotes teamwork - (Essential)
Physical Demands:
  • Physical Requirements: No unusual physical requirement. Requires no heavy lifting and nearly all work is performed in a comfortable indoor facility.
  • Impact of Deadlines: Externally imposed deadlines set and revised beyond one’s control. Interruptions influence priorities. Difficult to anticipate nature or volume of work with certainty beyond a few days.
  • Standing: Daily
  • Walking: Daily
  • Sitting: Daily
  • Reaching with hands and arms: Daily
  • Climbing or balancing: Never
  • Stooping: Never
  • Use of hands to handle objects: Daily
  • Lifting up to 10lbs: Occasionally
  • Lifting up to 25lbs: Never
  • Lifting over 25lbs: Never
  • Talking as express or exchange of ideas verbally: Daily
  • Hearing as perceive sound by ear: Daily
  • Vision as distinguish colors & depth: Daily
Special Requirements or Considerations of the Job:

This position is eligible for veteran's preference

This position requires a criminal background screen

Number of Vacancies 1
Work Hours 8:00am-5:00pm
FTE 1.0
Salary Range 50,000-62,500
Pay Basis Annually
Closing Date: January 21, 2022
Special Instructions to Applicants:

Candidates must apply online through the University of West Florida website:
Applicants are required to attach a resume, cover letter and three references.
An opportunity to upload these documents will be provided during the application process.
For assistance, please contact Human Resources at 850-474-2694 or email

This position allows eligible veterans and their spouses to claim Veterans’ Preference pursuant to Section 295.07, F.S.; applicants claiming preference are responsible for providing required documentation on or before the posting deadline date as such documentation is required for eligibility determination. Supporting documentation, in addition to the DD214, may be required based on eligibility criteria. For information on obtaining a DD214, visit or call 1-866-272-6272.

At the conclusion of this search, if a non-preference eligible applicant is appointed to the position and you are a preference-eligible applicant and believe that you were not afforded employment preference in accordance with applicable Florida law and regulation, a written complaint requesting an investigation may be submitted to the Florida Department of Veterans’ Affairs, Division of Benefits and Assistance, 9500 Bay Pines Blvd., Room 214, St. Petersburg, Florida 33708. Such complaint should be filed within 60 calendar days from the date that the notice the position has been filled is received by the applicant pursuant to Sections 120.569 and 120.57, F.S.

Prior to filing a complaint, it is the responsibility of the preference-eligible applicant to contact the designated Human Resources or other contact person at least one time after 45 days have passed from the final date for submitting an application or the interview date, whichever is later in time, if the applicant has not received notice of a hiring decision.

Advertised: Central Standard Time
Application close: Central Standard Time

Apply now

Back to list Refer a friend