Roles and Responsibilities

Teamwork

Working on a grant proposal and managing a grant award is a College team effort! The roles and responsibilities of faculty and staff are significant to ensuring success, and the roles are different in the pre-award and post-award phases of the Grant Life Cycle. 

Quick view summary table of roles and responsibilities

Quick view summary of roles and responsibilities by function

Pre-Award Roles and Responsibilities

Faculty/Staff - Project conception, collaboration with other depts., finding funding, program development, proposal writing, budget development

Dean - Reviews grant opportunities, makes decision to approve pursuing grant opportunity and preparing a proposal, supports faculty/staff efforts to develop proposal, including program and budget development, provides notice of intent to apply and information to Cabinet and PBC, gathers signatures for approval to submit proposal

Cabinet - Reviews Criteria for Decision Making and Intent to Apply form, coordinates efforts across college initiatives, addresses duplication of effort issues, maximizes all resources, supports department across organizational segments

Planning and Budgeting Council - Reviews Criteria for Decision Making and Intent to Apply form to remain informed of effort and provides constituency input, identify points of integration with other plans, identify gaps and additional resources

Vice Presidents (VPI, VPSS, VPAS) - Final approval of programming and budget

President - Provides final review and authorizes proposal submission

District Office - Reviews proposals for signatories/College authorization, feasibility, compliance, submits proposal to agency

Additional Resources:

College Business Office - Budget development support, reviews for feasibility, compliance, coordinates with District Office

Professional Development - Integration and collaboration across organization with program objectives, learning opportunities for grant development

Planning, Research, Institutional Effectiveness - Integration and collaboration across organization with grant evaluation and research needs

Post-Award Roles and Responsibilities

Project Director (could be assigned faculty/staff) - Planning, coordinating, implementing and evaluating a specific college project or program per the grant agreement, plans project budgets in conjunction with management and other staff, tracks and monitors budget expenditures and revenues, creates monthly reports of expenditures, manages financial transactions, contracts, requisitions, budget transfers, invoicing, and hiring documentation; makes recommendations for changes to budgets, staffing, facilities, supplies and equipment, researches, compiles data, formats, composes and prepares statistical, financial, demographic and other special and regular reports, grant applications, narratives, presentations, surveys, needs assessments and other materials

Dean (which is the Grant Administrator) - Visioning, planning, and directing education programming, coordinates and monitors grant projects to ensure completion within budget per grant agreement, develops relationships with appropriate industry, business, educational, non-governmental organizations and foundations, supervise, support project director, faculty, staff

Cabinet - Problem solving as needed, advocacy for grant supported activities, continued coordination of program across college divisions, hold discussion on program/project impact, hold discussions on institutionalization

Planning and Budgeting Council - Continued coordination of program across college divisions, hold discussion on program/project impact, hold discussions on institutionalization

Vice Presidents (VPI, VPSS, VPAS) - Problem solving as needed, advocacy for grant supported activities, continued coordination across college divisions

President - Problem solving as needed, advocacy for grant supported activities, continued coordination across college divisions

District Office - Submits quarterly and annual reports to agency, submits close out reports

Additional Resources:

Business Office - Budget quarterly reports to Deans, reviews quarterly, annual, close-out reports for compliance, coordinates with District

Professional Development - Integration and collaboration across organization with program objectives, learning opportunities for grant management

Planning, Research, Institutional Effectiveness - Integration and collaboration across organization with grant evaluation and research needs