Research Grants & Contracts Portfolio Manager

All required qualifications must be documented on application materials

Required Qualifications:

• Bachelor’s degree in business administration, public administration, finance, research administration, or a related field, and 2 years experience, or a combination of education and experience totaling 6 years.
• Experience working within a university, academic medical center, or similar research environment.
• Knowledge of budget management, procurement processes, and contract administration.
• Ability to manage multiple complex projects simultaneously with strong attention to detail and accuracy.
• Excellent organizational, analytical, and problem-solving skills.
• Demonstrated ability to understand complex systems and processes
• Strong written and verbal communication skills
• Ability to work effectively in both independent and collaborative fast-paced, deadline-driven environments.
• High level of professionalism, accountability, and initiative.

Preferred Qualifications:

• Familiarity with university financial systems, procurement platforms, and expense management tools (e.g., Emburse, PCard reconciliation).
• Strong understanding of pre-award and post-award grant administration processes, including proposal preparation, compliance, and reporting.
• Familiarity with federal sponsor regulations (e.g., NIH policies, Uniform Guidance) and institutional policies related to research compliance.
• Experience using research administration systems such as NIH Commons, xTRAIN, xTRACT, MN-GEMS, or similar platforms.
• Demonstrated experience supporting federally funded programs (e.g., NIH grants, particularly training grants such as T32).
• Experience negotiating research-related agreements or working with industry-sponsored research contracts.
• Advanced degree (e.g., Master’s) in a relevant field.
• Certified Research Administrator (CRA) or similar professional certification.

The ideal candidate is a proactive and self-directed professional who takes initiative, demonstrates accountability, and consistently takes ownership of their work. They possess a strong understanding of university and grant administrative structures, allowing them to navigate complex processes effectively and independently. This individual brings both strategic thinking and attention to detail, with the ability to manage the depth and breadth of work required in a dynamic academic and research environment. They are adaptable, collaborative, and committed to advancing organizational goals through reliable execution and thoughtful problem-solving. This is not an entry-level position; position requires 2-3 days on campus per week.

Responsibilities:

T32 Grant Management – 35%

• Manage xTRAIN (trainee appointments and terminations) and xTRACT (trainee reporting and tracking).
• Oversee trainee documentation, including eligibility, applications, appointment letters, leaves of absence, payback agreements, and funding requests.
• Assist trainees and faculty with NIH Commons, including new account setup, profile maintenance, ORCID linking, and My NCBI/MyBibliography management.
• Maintain and manage the mentor list, ensuring new mentors are officially added.
• Prepare administrative components of proposals and progress reports.
• Collect and compile data for renewals and RPPR submissions.
• Serve as the primary point of contact for pre-award staff, accounting teams, and faculty.
• Liaise with departmental, collegiate administration, and Sponsored Projects Administration (SPA) throughout the lifecycle of awards.
• Cultivate strong relationships with trainees to ensure accurate and long-term reporting.

Program Administration \& Compliance – 35%

• Maintain trainee training records and compliance requirements (e.g., RCR, human subjects training).
• Manage travel logistics for trainees and sponsored visitors, including booking travel, preparing itineraries, and ensuring timely reimbursement of honoraria and expenses.
• Partner with faculty to prepare documents for research grant submissions (both sponsored and non-sponsored).
• Manage “Other Support” documents, biosketches, and CVs for Epidemiology faculty and training grant mentors.
• Coordinate with PIs to ensure program activities are properly developed, tracked, and reported in progress reports and grant submissions.
• Attend T32 stakeholder meetings as scheduled and collaborate with other training grant staff.
• Organize advisory board meetings, annual retreats, and special program events.
• Build and maintain relationships with pre-award, post-award, SPA, and administrative teams to support divisional and departmental goals.
• Ensure research personnel comply with all University, state, and federal regulations; maintain records and identify required training.
• Ensure compliance with University research policies and procedures.
• Demonstrate working knowledge of federal program guidelines, including budget constraints and sponsor requirements, and identify solutions to restrictions.

Purchasing and Contracts – 30%

• Manage purchase orders and requisitions for the divisions.
• Administer unfunded agreements for the Division of Epidemiology, including submission in MN-GEMS, gathering required documentation, and ensuring timely execution.
• Oversee software purchases for multiple divisions (including BMT, Epi, and Neonatology), proactively tracking renewals and securing prior approvals.
• Coordinates software license requests and equipment purchasing for Neonatology faculty, managing the full request-to-fulfillment workflow including needs documentation, vendor coordination, and tracking through University procurement systems, contracting process, and UIS review (when needed).
• Negotiate research contracts, particularly with industry partners.
• Manage executed contracts and ensure proper documentation.
• Maintains records of software subscriptions, licensing terms, renewal timelines, and equipment assets to support departmental planning and compliance.
• Manage division shipping processes, including invoicing, payments, tracking, and account management.
• Utilize Emburse for expense management.
• Reconcile PCard transactions for faculty and staff, ensuring accuracy and compliance.
• Identifies purchasing process improvements and communicates procurement policies to faculty to streamline requests.

Other duties as assigned.

Essential Employees:

The successful candidate will be designated as an Essential Employee. Essential Employees are expected to report to campus during a University State of Emergency (reduced operations or campus closure) unless specifically directed by the Department not to report or if directed by civil emergency or medical authorities not to report for health and safety reasons. As an Essential Employee, you must report to campus even if the closure is less than 3 days.

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 [email protected] 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.

The University of Minnesota Medical School

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students’ education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.