Job: Library Grants Program Manager

General Information
Library Grants Program Manager

Number position available:

$79,349 minimum salary

Job Category:

Position DOES NOT require a Master's degree from an ALA accredited program.


The Library Grants Program Manager (Grants Manager) provides expertise-based supports and services to assist the George A. Smathers Libraries, principal investigators (PI’s), and their project teams in securing, managing and successfully completing grant-funded projects tied to organizational and personal professional goals and needs. In this context, the position is responsible for a wide range of sponsored project administration duties. The purpose of the Smathers Libraries Grants Program is to sustain a culture of grantseeking participation. This is achieved through the program’s comprehensive and timely supports over the grants life cycle: pre-award, award, and post-award.


The Grants Manager works with library staff, faculty, functional teams and project teams to identify opportunities and to expand the Libraries' sponsored activities. Together, they identify and facilitate the development of partnership opportunities on campus, as well as with organizations locally, regionally, nationally, and internationally for funding opportunities. The Grants Manager is responsible for coordinating the research of potential grant resources including, government, foundation and corporate institutions.


To support all UF students, staff and faculty, and foster excellence in a diverse and collaborative society, the Libraries are actively seeking candidates who bring culturally-rich lived experiences to work with individuals of diverse backgrounds, experiences, races, ethnicities, genders, sexual orientation, and perspectives.



Mentoring, Technical Assistance, Training and Resources

Maintains current knowledge of relevant sponsor priorities and guidelines. Activities for supporting the development of fundable projects include facilitating brainstorming meetings, mentoring to develop ideas, and searching for and identifying appropriate sponsors and representative guidelines and policies, that lead to the development of a project proposal.


Develops, promotes and delivers pre-award and post-award workshop trainings and mentoring related to procedures and strategies for the Libraries’ staff and faculty, as well as those external to the Libraries’ seeking to collaborate with the Libraries on grant funded projects, when appropriate.


With the support of the Grants Management Committee, facilitates and manages the Strategic Opportunities Grants Program, including the Emerging Technologies Program, to mentor and train Libraries’ staff and faculty in the preparation of fundable grant proposals that support the Libraries’ mission while  developing skills in the development of grant proposals.


As part of the program, resources related to grantseeking are searched, collected, and posted online and promoted to Libraries’ staff and faculty monthly.


Pre-Award Planning, Development and Communication

Supports concept development in the formative stages and makes recommendations for next steps in addition to proactively coordinating all activities related to proposal development, in partnership with the PI and project team.

·      Facilitates planning meetings to flesh out project activities, timelines and budgets, and determine project and proposal feasibility.

·      Supports the acquisition of information to complete required proposal components and supplementary materials whenever appropriate.

·      Communicates with sponsors to clarify guidelines, identify project and proposal strategies and referrals, and develops cooperative relationships.

·      Writes, edits, facilitates preparation of draft narratives (as needed) and all budgets.

·      Provides expert leadership and strategies for finalizing and packaging content to submit fundable proposals based on sponsor guidelines, feedback from program officers, and past grantseeking experience.

·      Prepares required documents for contracts and grants proposals and entering new proposals in the UF grants management system.  

·      Ensures transparency of the Grants Management Program results by publishing and distributing monthly reports to Libraries’ staff.


Post-Award Activities

Maintains positive and productive business relationships with the University of Florida organization and with its sponsors. These activities primarily ensure that all sponsored awards to the Libraries are set up in the UFIRST/PeopleSoft online system and managed, until project completion, in compliance with procedures from UF Division of Sponsored Programs, Awards Administration, and Contracts & Grants Office, as well as individual sponsor agencies. These activities are performed in partnership with the Libraries’ Human Resources and Business Services offices. Activities may also relate to set up and management of sub-awards with collaborating PIs working in other campus departments or in other academic institutions or organizations.


Provides post-award mentoring and troubleshooting advice for PIs and project teams when projects need specific fiscal or project planning revisions. Coordinates the managing of contracts and grants fiscal responsibilities. Works closely with Library Business Service colleagues, PI’s, and UF Contracts & Grants (C&G) to resolve issues. Ensures accuracy and timeliness of award set up and coordinates policies, procedures, best practices with C&G Accounting Services to ensure best overall solutions. Responds to inquiries regarding allowability and procedural requirements for awards management.


Assists in the preparation of grant reports to sponsors, and ensures adherence to reporting requirements, maintaining documentation of post-award correspondence, and providing technical assistance and mentoring to PIs throughout the post-awards process. In the event of the need for post-award modifications, the Grants Manager, coordinates activities and documentation associated with the request in collaboration with the Library Grants Accountant and C&G.


We value a range of experience and perspectives. Applicants are encouraged to communicate in their application materials and subsequent interview conversations how their work and other experiences satisfy the following qualifications in ways that may not be obvious.


Minimum Requirements:

Bachelor’s degree and four years of experience in grant and contract administration; or an equivalent combination of education and experience.



·         Extensive knowledge and ability to apply the policies, procedures, and techniques used in proposal and grant preparation, coordination, and implementation.

·         Experience in writing awarded grant proposals.

·         Ability to manage a variety of complex grant-related projects at various stages of development.

·         Knowledge of public and private grant funding practices, procedures and regulations.

·         Experience with service or program leadership and development.

·         Experience in project management and budget development.

·         Excellent communication skills.

·         Initiative and flexibility, and the ability to establish and maintain effective working relationships with others.

·         Demonstrated ability to work effectively with diverse groups and to build partnerships.

·         Strong orientation to customer service.

·         Professional experience in an academic library or other information organization, or a cultural heritage institution.

·         Commitment to contributing to a respectful and caring community for all, including individuals of diverse backgrounds, experiences, races, ethnicities, gender identities, sexual orientation, and perspectives.

·         Experience designing and delivering training and/or teaching and supporting adult learners.

·         Proficiency with MS Excel and MS Word.


Job open date:

Application deadline:
Open Until Filled

Apply at:

Additional information
Library Type:
  • Academic Libraries

Job Type:

Job Location

Physical address where the job position is located.

Job Place:
University of Florida, George A Smathers Libraries

Job Location:
Central Florida

1545 W University Avenue




Institution Information
Institution Name :
University of Florida, George A Smathers Libraries

1545 W University Avenue




Contact Information / How to apply
Contact Name:
Tina Litchfield

Contact Email:

Contact Phone:

Contact Fax:

How to apply

To apply, submit

·         a cover letter detailing your interest in, and qualifications for this position

·         your current resume or CV

·         a list of three references including their contact information (telephone number and email address)


Apply by January 31, 2022, applications will be reviewed beginning January 17, 2022. Submit all application materials through the Jobs at UF online application system at Job Number 519669. If you have any questions or concerns about this process, please contact Tina Marie Litchfield, George A. Smathers Libraries Human Resources Office, at

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