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Each role on our team specializes in a different part of the award lifecycle. Browse roles below to see who can help, or contact us and we can connect you to the right person.
Award Setup Specialist
A Set Up Specialist ensures new sponsored project awards are accurately established in the university’s research and financial systems so spending can begin compliantly and without delay. Award Set-Up Grants & Contracts Officer AR Analyst Award Close-Out They review award documents, verify required approvals, and coordinate the initial administrative setup with departments and central offices.
Reach out to a setup specialist when:
- You receive a new award notice and need it routed for setup.
- You need guidance on documentation or system requirements for activating an award.
- An award modification, amendment, continuation, or supplement needs to be processed.
- Award details — budget, dates, PI changes, F&A rates, sponsor terms — need clarification or correction.
- Delays in award activation are impacting your ability to begin project spending.
Grants & Contacts Officer (GCO)
A Grants and Contracts Officer (GCO) ensures that active projects and awards comply with university policies, sponsor requirements, and applicable regulations. They serve as the primary point of contact for departments during the award period while simultaneously facilitating clear communication with the sponsor.
Reach out to your GCO when:
- You are unsure if a budget, justification, or scope aligns with sponsor rules.
- A sponsor requests revisions, additional documents, or clarifications.
- You need support understanding terms and conditions, e.g., reporting, restrictions.
- You need help adjusting and/or correcting charges through journals or cost transfers, especially when resolving errors, unallowable costs, or compliance issues.
Accounts Receivable (AR) Analyst
An Accounts Receivable (AR) Analyst ensures that sponsor payments for grants and contracts are received, applied, and reconciled accurately and on time. They maintain receivable records, resolve payment issues, and support departments by ensuring compliant, reliable cash flow for sponsored projects.
Reach out to an AR Analyst when:
- You need help identifying or locating a sponsor payment.
- A payment appears late, missing, misapplied, or posted to the wrong project.
- You notice discrepancies between sponsor invoices and payments received.
- You need clarification on aging reports, receivable balances, or outstanding invoice.
- A sponsor has questions about invoices, remittances, or past-due amounts.
- You require assistance preparing documentation for audits or financial reviews.
Award Closeout Specialist
A Closeout Specialist ensures that sponsored awards are properly finalized by coordinating financial, administrative, and reporting requirements at the end of the project. They reconcile expenditures, verify compliance, and guide departments through the final steps needed to complete closeout accurately and on time.
Reach out to a Closeout Specialist when:
- An award is approaching its end date and you need guidance on next steps for closing the project.
- Departments or PIs need help confirming cost sharing, commitments, or outstanding obligations after the project reporting end date.
- You need support with subaward closeout, including collecting final invoices or subrecipient reports.