Grants Operations Coordinator - Comprehensive Injury Center

Position Description:

The Grants Operations Coordinator oversees the Comprehensive Injury Center's (CIC) diverse portfolio of grantfunded initiatives-including a statewide competitive funding program-from proposal conception through award closeout. Serving as the primary postaward liaison, the coordinator delivers comprehensive fiscal stewardship, technical assistance for community subrecipients, and alignment with federal, state, sponsor, and institutional regulations. The role is pivotal in optimizing resources, maintaining auditready compliance, and enabling investigators and partners to advance injuryprevention research and programming across Wisconsin.

To Be Successful in This Role, You Must Have:

• A minimum of 4 years of hands-on, post-award experience managing federal grants (e.g., NIH, CDC, BJA, or similar)
• Strong working knowledge of Uniform Guidance (2 CFR Part 200) and the ability to apply it in day-to-day operations
• Direct experience managing multiple subrecipients, including reviewing partner invoices and providing compliance support
• The ability to communicate financial requirements clearly to non-financial community partners
• A high degree of independence, initiative, and attention to detail, especially when working remotely or with limited oversight
• To be considered for the role, you must reside in one of the follow states: WI, AZ, FL, IL, IN, MD, MI, MN, MO, NC, TN, TX, UT

Primary Responsibilities

Grant Administration & Compliance

• Assist with managing the post-award financial lifecycle for a diverse grant portfolio in accordance with funder regulations and institutional policies.
• Monitor expenditures across multiple funding sources; identify discrepancies and recommend corrections.
• Process funding reallocations, including salary and non-salary cost transfers, ensuring accurate and compliant reclassifications.
• Prepare and submit quarterly and final financial reports to funders, such as project closeouts, expenditure reconciliation, and institutional closeout checklists
• Ensure compliance with Uniform Guidance (2 CFR 200), MCW policies/procedures, and other regulations as applicable, including allowability and documentation of expenses.
• Conduct monthly reconciliations of grant accounts to ensure accuracy, address variances, and maintain audit readiness. Maintain and create budget templates and standards for PIs, tailored to the sponsor/mechanism.
• Coordinate with Sponsored Programs, GCO, and department finance offices to ensure timely submission of reports, invoices, and closeout documentation.
• Support Administrator with personnel effort allocations to ensure accurate salary distribution and compliance with grant requirements.

Statewide Grant Program - Subrecipient Oversight

• Manage the full subaward lifecycle, including risk assessments, contract execution, onboarding, and ongoing financial tracking for 10+ high-risk community-based subrecipients.
• Interpret grant terms and conditions, providing technical assistance to internal teams and subrecipients.
• Monitor expenditures, review budget-to-actuals, and coordinate re-budgets, carryforwards, and amendments as needed.
• Provide regular, tailored training and technical support to subrecipients, with a focus on allowable costs and documentation in line with Uniform Guidance.
• Identify and escalate issues related to underspending, delayed performance, or compliance risks.
• Partner with program leads to align grant-funded activities with budgeted resources and grant deliverables.
• Maintain detailed records of approvals, communications, and financial decisions.
• Contribute to continuous improvement efforts by developing training materials, financial guidance, and standard operating procedures.

Preferred Schedule:



8A-5P M-F

Position Requirements:

Knowledge - Skills - Abilities

Knowledge

• Comprehensive understanding of Uniform Guidance (2 CFR 200) and federal grant regulations
• Familiarity with the full post-award lifecycle: contracting, expenditures, reporting, closeout

Skills

• Grant budgeting, financial reconciliation, and invoice review
• Ability to interpret and apply sponsor and institutional regulations
• Clear and tactful communicator, especially with non-academic or grassroots partners

Abilities

• Operates independently and proactively investigates financial discrepancies
• Maintains audit-ready documentation and accuracy across multiple concurrent projects
• Collaborates cross-functionally with internal teams and external partners
• Exercises sound judgment and professionalism in compliance matters

Qualifications

• Minimum Required Education: Bachelor's degree
• Minimum Required Experience: 4 years of progressively responsible post-award federal grant experience in an academic, nonprofit, or government setting. Must include experience applying Uniform Guidance (2 CFR 200)
• Preferred Experience: Experience managing subawards or community partner agreements, especially with high-risk entities
• Preferred Certification/Licensure(s): CRA, CRFA, or GPC

Why MCW?

• Outstanding Healthcare Coverage, including but not limited to Health, Vision, and Dental. Along with Flexible Spending options
• 403B Retirement Package
• Competitive Vacation and Paid Holidays offered
• Tuition Reimbursement
• Paid Parental Leave
• Pet Insurance
• On campus Fitness Facility, offering onsite classes.
• Additional discounted rates on items such as: Select cell phone plans, local fitness facilities, Milwaukee recreation and entertainment etc.

For a full list of positions see: www.mcw.edu/careers

For a brief overview of our benefits see: https://www.mcw.edu/departments/human-resources/benefits

At MCW all of our endeavors, from our internal operations to our interactions with our partners, are driven by our shared organizational values: Caring - Collaborative - Curiosity - Inclusive - Integrity - Respect. We are committed to fostering an inclusive environment that values diversity in backgrounds, experiences, and perspectives through merit-based processes and in alignment with all applicable laws. We believe that embracing human differences is critical to realize our vision of a healthier world, and we recognize that a healthy and thriving community starts from within. Our values define who we are, what we stand for and how we conduct ourselves at MCW. If you believe in embracing individuality and working together according to these principles to improve health for all, then MCW is the place for you.

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MCW as an Equal Opportunity Employer and Commitment to Non-Discrimination


The Medical College of Wisconsin (MCW) is an Equal Opportunity Employer. We are committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, age, disability, sex, gender identity/expression, sexual orientation, marital status, pregnancy, predisposing genetic characteristic, or military status. Employees, students, applicants or other members of the MCW community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law or treated adversely or retaliated against based upon a protected characteristic.

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