University of Hawaii System
Contract and Grants Specialist (0096863T)
University of Hawaii System, Honolulu, Hawaii, United States, 96814
Title: Contract and Grants Specialist
Position Number: 0096863T
Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)
Location: UH at Manoa
Date Posted: November 7, 2025
Closing Date: November 28, 2025
Band: A/B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: To begin approximately December 2025. Continuation subject to availability of funds and satisfactory performance.
Duties and Responsibilities (*Denotes essential functions) Pay Band A
Serves as the Contract and Grants Specialist in the School of Ocean and Earth Science and Technology (SOEST) Fiscal Office.
Assist with gathering and retaining pertinent information needed to process and maintain various funding applications.
Assists with verifying supporting documents needed to submit proposals in a timely manner.
Assist with the compilation of various sections of extramural funding.
Assists Principal Investigators (PIs) and upper-level specialists to compile scientific and/or technical information for research grants.
Provides support with managing and monitoring grant reporting activities.
Processes and assists in the overall maintenance of preparation and submission of proposals and award reports to funding agencies through the use of internal tracking systems.
Provides overall support for administration initiatives relating to research or program development opportunities as required.
Maintains general knowledge of grant and contract requirements to educate programs and departments to remain in compliance.
Other duties as assigned.
Pay Band B
Serves as the Contract and Grants Specialist in the School of Ocean and Earth Science and Technology (SOEST) Fiscal Office.
Oversees the functions of the pre-award of the School of Ocean and Earth Science and Technology (SOEST) and as necessary, identifies processes and provides recommendations for the streaming of the proposal submission process from SOEST to the appropriate system Offices.
Provides technical direction and frontline assistance to SOEST faculty and staff relative to proposal preparation, assembles proposal packages and electronic submission via the University's proposal submission software.
Works with Principal Investigators (PIs) and Fiscal Administrators on budget preparation.
Submits and manages SOEST grants and contracts. Responds to inquiries and prepares reports on such grants and contracts, as required.
Works directly with departmental principal investigators in coordination with SOEST and UH System Offices in the timely routing of proposals to external funding agencies.
Works with SOEST and Office of Research Services (ORS) to maintain a database of SOEST grants submitted, funded, and funding sources, and produces reports on submissions and awards as required.
Interacts with departments within SOEST, and UH ORS to ensure compliance, resolves problems, and clarifies policies and procedures.
Coordinates and facilitates strategic development of large proposals (multi-year, multi-investigator, and/or multi-entity). Works with participants and partners to ensure compliance with sponsor agency requirements.
Develops training materials, templates, and workshops for SOEST faculty and staff to facilitate pre-award and postaward (non-fiscal) contract and grant activities.
Establishes internal submission timelines to meet University and agency deadlines and proactively manages the proposal process, including anticipating and resolving problems.
Works closely with University and SOEST administrators to ensure grant related processes are followed in a timely manner.
Analyzes funding agency, Requests for Applications (RFAs) and Funding Opportunity Announcements (FOAs) to identify requirements to ensure compliant responses prior to submission of proposals.
Reviews materials related to RFA, FOA and other solicitation guidelines and University policies assuring that technical (non-scientific) and accounting elements meet agency requirements, and costs are allowable under the OMB Uniform Guidance and other applicable policies, and cost sharing commitments are attainable and have been approved by SOEST department heads and administrators.
Advise and act as liaison between individual principal investigators, UH System Offices and other internal and external entities in resolving issues/problems between internal and external entities involved in the proposal development and submission process.
Works under time constraints and short deadlines.
Other duties as assigned.
Minimum Qualifications Pay Band A
Possession of a baccalaureate degree in Business Administration, Biological Science, Liberal Studies, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for n/a; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of contracts and grants management as demonstrated by the knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with contracts and grants management.
Demonstrated ability to recognize problems, identify possible cause and resolve the full range of problems that may commonly occur in the area of contracts and grants management.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer, apply word processing software and knowledge using Adobe applications.
Pay Band B
Possession of a baccalaureate degree in Business Administration, Biological Science, Liberal Studies or related field and 3 year(s) of progressively responsible professional experience with responsibilities for pre-award and post-award activities related to contracts and grants; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of pre-award and post-award activities related to contracts and grants as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with extramural grant funding.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Knowledge of federal regulations pertaining to contract and grants administration.
Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
Desirable Qualifications Pay Band A
Experience with federal regulations pertaining to administering federal grants, contracts, and cooperative agreements and with applicable state regulations.
Pay Band B
Familiarity with UH and RCUH policies and procedures.
Ability to exercise judgment, tact, patience and discretion in applying and explaining policies and procedures.
Work experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts.
Work experience assisting with grant submissions to agencies such as the NSF, NIH, DOC, NASA, DOE and other sponsoring agencies.
Experience using the Kuali Financial System (KFS), Mygrant, Research.gov, NSPIRES, Grantsontline, Grants.gov, and other applicable software applications.
To Apply Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit (1) cover letter indicating what band you are applying for and how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.
Incomplete and late applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries Teresa Medeiros; 808-956-3181; teresame@hawaii.edu
EEO, Clery Act, ADA The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/ , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
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Position Number: 0096863T
Hiring Unit: School of Ocean and Earth Science and Technology (SOEST)
Location: UH at Manoa
Date Posted: November 7, 2025
Closing Date: November 28, 2025
Band: A/B
Salary : salary schedules and placement information
Full Time/Part Time: Full-time
Month: 11-month
Temporary/Permanent: Temporary
Other Conditions: To begin approximately December 2025. Continuation subject to availability of funds and satisfactory performance.
Duties and Responsibilities (*Denotes essential functions) Pay Band A
Serves as the Contract and Grants Specialist in the School of Ocean and Earth Science and Technology (SOEST) Fiscal Office.
Assist with gathering and retaining pertinent information needed to process and maintain various funding applications.
Assists with verifying supporting documents needed to submit proposals in a timely manner.
Assist with the compilation of various sections of extramural funding.
Assists Principal Investigators (PIs) and upper-level specialists to compile scientific and/or technical information for research grants.
Provides support with managing and monitoring grant reporting activities.
Processes and assists in the overall maintenance of preparation and submission of proposals and award reports to funding agencies through the use of internal tracking systems.
Provides overall support for administration initiatives relating to research or program development opportunities as required.
Maintains general knowledge of grant and contract requirements to educate programs and departments to remain in compliance.
Other duties as assigned.
Pay Band B
Serves as the Contract and Grants Specialist in the School of Ocean and Earth Science and Technology (SOEST) Fiscal Office.
Oversees the functions of the pre-award of the School of Ocean and Earth Science and Technology (SOEST) and as necessary, identifies processes and provides recommendations for the streaming of the proposal submission process from SOEST to the appropriate system Offices.
Provides technical direction and frontline assistance to SOEST faculty and staff relative to proposal preparation, assembles proposal packages and electronic submission via the University's proposal submission software.
Works with Principal Investigators (PIs) and Fiscal Administrators on budget preparation.
Submits and manages SOEST grants and contracts. Responds to inquiries and prepares reports on such grants and contracts, as required.
Works directly with departmental principal investigators in coordination with SOEST and UH System Offices in the timely routing of proposals to external funding agencies.
Works with SOEST and Office of Research Services (ORS) to maintain a database of SOEST grants submitted, funded, and funding sources, and produces reports on submissions and awards as required.
Interacts with departments within SOEST, and UH ORS to ensure compliance, resolves problems, and clarifies policies and procedures.
Coordinates and facilitates strategic development of large proposals (multi-year, multi-investigator, and/or multi-entity). Works with participants and partners to ensure compliance with sponsor agency requirements.
Develops training materials, templates, and workshops for SOEST faculty and staff to facilitate pre-award and postaward (non-fiscal) contract and grant activities.
Establishes internal submission timelines to meet University and agency deadlines and proactively manages the proposal process, including anticipating and resolving problems.
Works closely with University and SOEST administrators to ensure grant related processes are followed in a timely manner.
Analyzes funding agency, Requests for Applications (RFAs) and Funding Opportunity Announcements (FOAs) to identify requirements to ensure compliant responses prior to submission of proposals.
Reviews materials related to RFA, FOA and other solicitation guidelines and University policies assuring that technical (non-scientific) and accounting elements meet agency requirements, and costs are allowable under the OMB Uniform Guidance and other applicable policies, and cost sharing commitments are attainable and have been approved by SOEST department heads and administrators.
Advise and act as liaison between individual principal investigators, UH System Offices and other internal and external entities in resolving issues/problems between internal and external entities involved in the proposal development and submission process.
Works under time constraints and short deadlines.
Other duties as assigned.
Minimum Qualifications Pay Band A
Possession of a baccalaureate degree in Business Administration, Biological Science, Liberal Studies, or related field and 0 year(s) of progressively responsible professional experience with responsibilities for n/a; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Functional knowledge of principles, practices and techniques in the area of contracts and grants management as demonstrated by the knowledge, understanding and ability to apply concepts, terminology.
Functional knowledge and understanding of principles, theories, federal and state laws, rules, regulations and systems associated with contracts and grants management.
Demonstrated ability to recognize problems, identify possible cause and resolve the full range of problems that may commonly occur in the area of contracts and grants management.
Demonstrated ability to understand oral and written documentation, write reports and procedures, and communicate effectively in a variety of situations.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer, apply word processing software and knowledge using Adobe applications.
Pay Band B
Possession of a baccalaureate degree in Business Administration, Biological Science, Liberal Studies or related field and 3 year(s) of progressively responsible professional experience with responsibilities for pre-award and post-award activities related to contracts and grants; or any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Considerable working knowledge of principles, practices and techniques in the area of pre-award and post-award activities related to contracts and grants as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
Considerable working knowledge and understanding of applicable federal and state laws, rules, regulations and theories and systems associated with extramural grant funding.
Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
Demonstrated ability to operate a personal computer and apply word processing software.
If applicable, for supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
Knowledge of federal regulations pertaining to contract and grants administration.
Demonstrated ability to prioritize and organize workload to meet scheduled deadlines.
Demonstrated ability to analyze, interpret, and use sound logic and judgment when applying administrative policies and procedures.
Desirable Qualifications Pay Band A
Experience with federal regulations pertaining to administering federal grants, contracts, and cooperative agreements and with applicable state regulations.
Pay Band B
Familiarity with UH and RCUH policies and procedures.
Ability to exercise judgment, tact, patience and discretion in applying and explaining policies and procedures.
Work experience in a sponsored projects office or business office handling pre- and post-award functions for extramurally funded grants and contracts.
Work experience assisting with grant submissions to agencies such as the NSF, NIH, DOC, NASA, DOE and other sponsoring agencies.
Experience using the Kuali Financial System (KFS), Mygrant, Research.gov, NSPIRES, Grantsontline, Grants.gov, and other applicable software applications.
To Apply Click on the “Apply” button on the top right corner of the screen and attach the required documents. Applicants must submit (1) cover letter indicating what band you are applying for and how you satisfy the minimum and desirable qualifications, (2) resume, (3) names and contact information of 3 professional references and (4) copies of transcripts with confidential identifiable information (i.e. social security number, birth date, etc.) redacted are acceptable, but official transcripts will be required at the time of hire.
Incomplete and late applications will not be considered.
Note: If you have not applied for a position before using NeoGov, you will need to create an account.
Inquiries Teresa Medeiros; 808-956-3181; teresame@hawaii.edu
EEO, Clery Act, ADA The University of Hawai'i is an Equal Opportunity Institution and is committed to a policy of nondiscrimination in employment, including on the basis of veteran and disability status. For more information, visit: https://www.hawaii.edu/offices/eeo/policies/
Employment is contingent on satisfying employment eligibility verification requirements of the Immigration Reform and Control Act of 1986; reference checks of previous employers; and for certain positions, criminal history record checks.
In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, annual campus crime statistics for the University of Hawai'i may be viewed at: https://www.hawaii.edu/titleix/help/campus-security/ , or a paper copy may be obtained upon request from the respective UH Campus Security or Administrative Services Office.
In accordance with Article 10 of the unit 08 collective bargaining agreement, bargaining unit members receive priority consideration for APT job vacancies. As a result, external or non BU 08 applicants may not be considered for some APT vacancies. BU 08 members with re-employment rights or priority status are responsible for informing the hiring unit of their status.
Accommodation Request: The University of Hawai'i complies with the provisions of the Americans with Disabilities Act (ADA). Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the EEO coordinator directly. Determination on requests for reasonable accommodation will be made on a case-by-case basis. For further information, please refer to the following link: https://www.hawaii.edu/offices/eeo/accommodation-request/
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