Job Summary:

The Contract and Grants Coordinator is responsible for providing contract-related administrative support through all phases of contract development, drafting, and execution. This role performs a wide range of duties related to contracts, including working closely with KPICD staff and external agencies to collect necessary information; assisting the Financial Manager and KPICD staff in drafting scopes of work; reviewing, revising, and preparing contracts for final approval and signatures; and supporting all aspects of contract execution. The Coordinator also plays a key role in ensuring contract and grant compliance by monitoring deadlines, managing vendor documentation, submitting materials to the Office of Sponsored Programs, and collaborating with the finance team to confirm terms and requirements are met. This position requires a high level of organization, accuracy, and communication, and supports KPICD’s operational excellence by ensuring contracts and grants are completed in a timely and compliant manner.

Duties & Essential Job Functions:

1. Assists in the development, updating, and monitoring of contracts (including license agreements) with external agencies and individuals, ensuring compliance with institutional policies and external requirements.
2. Assists in documenting the global use of TBRI® materials to support KPICD’s ability to ensure fidelity to the model and identify potential violations of licensing agreements and contracts.
3. Assists in preparing grant proposals, contracts, and progress reports by gathering necessary data, reviewing actual revenues and expenses against budgets, and providing information to stakeholders.
4. Assists in comparing contract terms against standard TCU clauses and institutional templates; makes necessary revisions to ensure alignment with university policies and procedures.
5. Supports the organization and planning of contract-related activities by collaborating with internal staff and external agency partners to establish project objectives, timelines, and logistical needs.
6. Maintains an accurate and up-to-date electronic tracking system for all contracts, including their status, deliverables, compliance requirements, and resolution of outstanding items.
7. Monitors grant and contract-related expenses by collecting budget information, processing payments and invoices, and reconciling expenditures in coordination with the finance team.
8. Assists with invoicing customers and partners for various charges, including the licensed use of TBRI® materials, and coordinates with finance to ensure timely collection.
9. Coordinates all phases of the contract lifecycle including scope of work development, amendments, addendums, extensions, and submission of final contract documents for review and approval.
10. Collaborates with the university’s Office of Sponsored Programs (OSP) and other departments to support the submission and compliance of grant-related documents and deadlines.
11. Works with vendors to complete setup and renewal processes and ensures accurate vendor documentation and records.
12. Communicates contract and grant deliverables and deadlines to internal stakeholders and supports leadership in maintaining compliance and reporting obligations.
13. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor’s Degree
• 3 years’ experience in contract administration, grant coordination, or project management.

Preferred Education & Experience:

• None.

Required Licensure/Certification/Specialized Training:

• Valid Driver’s License
• Must be insurable under the university motor vehicle requirements.

Preferred Licensure, Certification, and/or Specialized Training:

• None.

Knowledge, Skills & Abilities:

• Skill in effective writing.
• Skill in Microsoft office including Excel.
• Skill in Microsoft Windows navigation.
• Ability to organize materials and complete forms for contract documents.
• Ability to communicate clearly.
• Skill in drafting, reviewing, and managing complex documents such as contracts, scopes of work, and amendments.
• Skill in organizing and prioritizing high volumes of tasks while meeting strict deadlines.
• Skill in using project tracking software, spreadsheets, and databases.
• Skill in professional communication with internal teams, vendors, and external partners.
• Skill in interpreting and applying institutional policies and federal or state regulations.
• Ability to manage multiple projects and maintain meticulous attention to detail.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to handle sensitive information with discretion and professionalism.
• Ability to learn and adapt to evolving policies and systems.
• Ability to build relationships with cross-functional teams and serve as a liaison.

TCU Core Competencies:

University Core Competencies definitions may be found on the Human Resources website and in the staff performance management system.

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 10 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• The role may occasionally require early morning, evening, or weekend hours to meet deadlines.
• The position requires regular interaction with university departments and external agencies.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.

Employment Values Statement:

Texas Christian University values Integrity, Engagement, Community, and Excellence in the workplace. TCU treats applicants and employees with fairness and respect. TCU hires and promotes individuals based on their qualifications and their commitment to making a positive impact on our student-centered community. TCU is an equal opportunity employer and follows all applicable employment laws. TCU fairly considers all qualified individuals, ensuring we are a workplace free from unlawful discrimination and harassment.