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Extension Foundation Hiring Grants Specialist – Full Time


Application Deadline: Open Until Filled

Link to Application:

Extension Foundation (EXF) is a well-established non-profit organization providing diverse services to over one hundred public universities across the United States. EXF is a membership-based 501(c)(3) non-profit operating foundation formed in 2006 by Extension Directors and Administrators. EXF partners with university-based Cooperative Extension Services to increase their capacity and offers exclusive professional development to its members. EXF has multiple sources of funding, including memberships and multiple federal awards.

Extension Foundation is seeking an experienced Grants Specialist to assist in the management of its sponsored programs, performing a wide range of pre-award and post-award functions. Reporting to the Comptroller and working closely with the Grants and Contracts Manager, this position supports the need of principal investigators (PIs) for timely regulatory and financial information in coordination with EXF accounting staff.

Essential Job Functions

Principal responsibilities – Post-Award

  • Serves as a liaison between principal investigators/project directors and administrative support, other Extension Foundation staff, and all sponsors (including pass-through entities).
  • Confers with principal investigators/project directors and point-of-contacts at external partner universities, agencies, and institutions to secure documentation and approvals for collaborative proposals (e.g., scope of work, subcontracts, letters of support and commitment, etc.).
  • Subaward management: Oversees financial management of subawards, including review of periodic subrecipient financial reports, approval of invoices, and tracking of spend rates; works with subrecipient for no-cost extensions, changes in personnel, and revisions to budgets.
  • Financial reporting: Works with accounting staff to provide financial information for various funding agencies’ deliverable reports as required by each award document.
  • Records management: Maintain all related post-award records, including documents and communications, that support recorded financial activity and adjustments; coordinates master-sponsored project filing with contractual staff in observance of record retention policies.
  • Project close-out: Prepares all required paperwork, both internal and external, to close out the award upon completion and address items, e.g., unused funds, equipment disposition, and intellectual property generation, in accordance with closing requirements per the award document or agency guidelines.

Principal responsibilities – Pre-Award

  • Assists in the risk assessment of grant award applicants: Review the Federal Awards audit opinion and any deficiencies discussed. Determine the impact of findings and provide a summary of this conclusion. Confirm completeness of sub-awardee’s provided audit reports and follow up as necessary with institutions to obtain missing documents.
  • Assists EXF Program staff in the preparation of budgets for proposal submission and budget justifications.
  • Compliance: Works with EXF contract staff to ensure that all necessary pre-approvals or affidavits, e.g., human subjects, animal subjects, responsible conduct of research, financial conflict of interest, are secured prior to submission (proposal) or approval (sub-awards)
  • Budget setup for sub-awards: Coordinates establishment of budgets for new sponsored awards, i.e., expense categorization and corresponding amounts, with EXF accounting staff

Other responsibilities

  • Develops and maintains a library of reference documentation, including such information as sponsor requirements and forms, PI/PD profiles and curriculum vitae, abstracts, and other pertinent material.
  • Assists with developing, writing, and implementing grant administration policies and procedures to assure compliance with funding sources.
  • Remains current on issues in the field of sponsored programs/research administration.
  • Assists the Extension Foundation with ensuring research compliance issues are addressed, including human and animal subjects, conflict of interest and scientific misconduct, export controls, etc.; and
  • Performs miscellaneous job-related duties and/or assists with special projects as assigned by the supervisor.

Required Knowledge Skills and Abilities

  • Knowledge of grant funding policies and procedures and applicable regulations (local, state, federal) and university policies and procedures.
  • Knowledge of budgeting and fiscal management principles and procedures.
  • Knowledge and experience in Database management.
  • Communicate effectively, both orally and in writing.
  • Demonstrate strong organizational skills.
  • Operation of personal computers and related software applications.
  • Works well under pressure with frequent interruptions, prioritizes changing workloads to meet tight deadlines, and works both independently and as a member of a team.
  • Ability to utilize multiple sponsors and internal electronic systems and websites.
  • Can exercise judgment and discretion in interpreting and applying operational policies and procedures with minimal supervision.
  • Ability to collaborate well with people with diverse backgrounds.

Required Qualifications

  • Bachelor’s degree from a regionally accredited college or university, preferably in business administration, public administration, or related business area or equivalent combination of training and experience.
  • At least five years of successful professional experience in grant administration, federal relations or development, or a related field.
  • Good understanding of 2 CFR 200 “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.”

Preferred Qualifications

  • In addition to the required qualifications, a combination of the following: grants and contracts administration, proposal submissions, contract negotiations, and or/financial administration; proposal submission experience, particularly using and/or Professional certification(s) related to position (CIP, CRA®, CPRA®, or CFRA).
  • Remote work requirements (annual reimbursable allowance offered toward meeting these needs):
  • PC: Capable of running current Windows or macOS versions; capable of running Zoom.
  • Apps: Microsoft Office (2019 or newer) desktop applications. Adobe Acrobat Pro. Google G Suite will be provided.
  • Connectivity: Broadband internet connection able to support 480p live video 480P (or better) webcam

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Hours: 40 hours/week, non-exempt, benefits eligible. 100% remote.

Benefits: health, dental, vision, flexible spending account, 403(b) retirement plan

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About the Extension Foundation

The Extension Foundation was formed in 2006 by Extension Directors and Administrators. Today, the Foundation partners with Cooperative Extension through liaison roles and a formal plan of work with the Extension Committee on Organization and Policy (ECOP) to increase system capacity while providing programmatic services, and helping Extension programs scale and investigate new methods and models for implementing programs. The Foundation provides professional development to Cooperative Extension professionals and offers exclusive services to its members. In 2020 and 2021, the Extension Foundation has awarded 85% of its direct funding back to the Cooperative Extension System, 100% of funds are used to support Cooperative Extension initiatives. 

This technology is supported in part by New Technologies for Ag Extension (funding opportunity no. USDA-NIFA-OP-010186), grant no. 2023-41595-41325 from the USDA National Institute of Food and Agriculture. Any opinions, findings, conclusions, or recommendations expressed in this publication are those of the author(s) and do not necessarily reflect the view of the U.S. Department of Agriculture or the Extension Foundation. For more information, please visit You can view the terms of useat

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