Vacancy Grant and Contracts Specialist

Ad type: jobs
Company: Cystic Fibrosis Foundation -
City: Bethesda, MD
Workplace street: Bethesda, MD
Category: Data Evaluation, Analysis
Work schedule: Full Time
Posted: 29 Dec 2019
Requirements for the applicant
Job description

The Cystic Fibrosis Foundation - the world’s leader in the search for a cure for cystic fibrosis, and one of the most innovative and successful organizations of its kind – is seeking a Grant and Contracts Specialist at its national headquarters conveniently located in downtown Bethesda, Maryland.

The Cystic Fibrosis Foundation (CFF) and its employees embrace their commitment to its core values. These core values are the pillars on which CFF stand and will continue to sustain us as we move forward.

  • Keep sight of what really matters: Our decisions are based on what is best for people with cystic fibrosis and their families.
  • Aspire for excellence in all we do: We take pride in our work. We are committed to continuous learning and improvement.
  • Stronger together: We collaborate and work together so that we can learn more and achieve more.
  • Innovate with courage: We embrace challenges. We reach beyond boundaries in pursuit of our vision.
  • Care about our people: We deeply care about each other and all who support our shared mission. We listen with respect. We support one another.

  • Position Summary:

    The Grants & Contracts Specialist works as part of a team and under general direction assists with pre- and post-award activities related to the Cystic Fibrosis Foundation’s portfolio of grants and awards, including: basic research, research training, clinical care awards, and contracts with academic institutions, hospitals, private practices, and corporations throughout the United States and abroad. The Grants & Contracts Specialist collaborates with internal departments and serves as a primary point of contact for principal investigators, research administration staff, and others interested in funding opportunities, as well as for current grantees and awardees.

    Qualifications – Required:

  • Bachelor’s Degree
  • Two (2) years’ experience, with at least one year in a grant-making organization
  • Relevant experience working with financial and grants management systems

  • Qualifications – Preferred:

  • Grants Management certification

  • Knowledge Skills and Abilities

  • Customer Service: Able to take initiative, demonstrate a customer service focus, exercise discretion and maintain confidences
  • Communication Skills: Ability to communicate effectively in person, on the phone, and in writing with Program and Grant Officers and with staff at all levels having varying degrees of understanding of relevant regulations and procedures
  • Computer: Experienced using Microsoft Office; experience with grants management, accounting and financial reporting systems is required in order to qualify for this position
  • Organizational Skills: Ability to organize priorities during levels of high demand and meet agreed upon deadlines for multiple constituents; able to maintain related electronic and paper records
  • Problem-solving Skills:  Must be able to demonstrate attention to detail and accuracy; understand how to escalate issues and follow through to resolution
  • Teamwork:  Works together as part of a team, cooperates and uses personal contributions to promote success of the team; focuses on group results
  • Regulatory: Aware of applicable administrative and financial regulations and able to apply them to daily workflows

  • Essential Duties and Responsibilities:


  • Assists with pre/post-award activities, including data entry and file management
  • Collaborates with internal departments, including: Finance, Accounts Payable, Major Gifts, and Communications
  • Monitors general email inboxes, addresses inquiries and/or forwards as appropriate
  • Provides training and business management assistance to Program staff, applicants and recipients
  • Creates and maintains grants/awards/contracts and proposal files that meet legal and auditing requirements and CFF policies
  • Pre-Award

  • Serves as a primary point of contact and assists principal investigators, research administration staff and others interested in available funding opportunities and the application process; refers to Program Officers as appropriate; notifies Sr./Manager Research Administration Pre-Award when appropriate of potential issues
  • Obtains internal approvals and works with vendor to publish award/grant announcements online
  • Monitors incoming applications in grants management system; provides assistance to applicants and/or seeks additional support to address questions
  • Uploads scoring templates for applications into grants management system; sets up voting templates in preparation for Reviewer meetings
  • After selection and approval by Program Officers, enters Chair and Review Committee assignments into grants management system
  • Monitors grants management system for progress in completing reviews prior to Reviewer Committee meetings
  • Assists with preparing materials for Review Committee meetings
  • Assists with coordinating Review Committee meetings; attends as needed
  • Assists with drafting Award Letters for review and approval
  • Notifies applicants and applicant organizations of final funding decisions
  • Uploads award amounts and required deliverables into financial and grants management systems as applicable
  • Assists Awardees/Grantees with questions or concerns, follows through to resolution (e.g., requested changes to the Terms & Conditions)
  • Post-Award

  • Monitors incoming renewal applications, scans applications and other documentation for adherence to terms and conditions of the award and Foundation policies; forwards for appropriate approval
  • Monitors general email inboxes, addresses inquiries, and forwards as appropriate
  • Keeps Program staff updated on upcoming grant report deadlines
  • Processes and reviews renewal reports and expense reports, follows up as needed to resolve issues with incomplete or incorrect materials; forwards documents as appropriate for approval
  • Prepares reports on grants and awards with outstanding contingencies
  • Prepares de-obligation notifications to Grantees/Awardees and Grantee/Awardee institutions
  • Assist with preparing monthly payment authorization schedule for grants and awards; verifies accuracy of scheduled payments
  • Medical Department Contracts

  • Prepares and updates contract tracking sheets
  • Alerts Program staff when invoices are due based on deliverable schedules
  • Assists with preparing contract invoices, routes for review and approval, forwards to Accounts Payable and monitors for payment
  • Prepares monthly invoices to companies and organizations utilizing the services of CFF committees, updates associated tracking sheets
  •  This is a unique opportunity to direct your energy and talents towards achieving a “life enhancing” mission, while benefitting from the resources and support of a highly regarded national non-profit organization.

    Interested candidates should submit resume and cover letter to under "Careers".


    The Cystic Fibrosis Foundation offers an excellent salary and benefits package.

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    About an employer
    The mission of the Cystic Fibrosis Foundation is to cure cystic fibrosis and to provide all people with the disease the opportunity to lead full, productive lives by funding research and drug ... read more