Stephanie Zelem

Grants & Contracts Office

• Assist faculty in the creation and development of proposals, ensuring they meet the guidelines of the relevant agencies or funding bodies.
• Collaborate with Principal Investigators (PIs) and departmental staff to develop budgets for research grants, including outlining all direct and indirect costs associated with the project.
• Coordinate and gather all necessary information (e.g., research plans, budgets, supporting documentation) for submission.
• Prepare and submit applications to federal agencies, foundations, or commercial companies.
• Verify that proposals comply with all sponsor and institutional guidelines, including formatting, required documentation, and content restrictions.
• Review all sponsored project proposals of moderate complexity to ensure accuracy and completeness before submission to the Grants & Contracts Manager and Office of Research Administration (ORA).
• Conduct periodic audits of the grants in progress to ensure they are being managed properly. You will be responsible for providing updates to Principal Investigators (PIs) and Research Management on the status of current grants and contracts.
• Maintain regular communication with PIs and other pro to ensure they are informed about any changes, updates, or required actions related to their grants to ensure everyone involved is aware of important deadlines, documents needed, and any compliance requirements.
• Monitored and reconciled monthly financial statements to track expenditures and maintain budget accuracy.
• Oversaw fund allocation, ensuring compliance with sponsoring organization requirements and university financial policies.
• Distributed monthly financial statements to principal investigators.
• Tracked cost-share commitments on grant submissions and expenses charged to open grants.
• Filed subawards and managed no-cost extensions to ensure compliance with grant terms.
• Maintained department research award databases for projects and faculty, and department-wide email lists.
• Facilitated materials transfer and other research agreements.
• Responsible for research purchases, expense reimbursements, vendor payments, research faculty supplemental payments, and research student employment/wage changes.

NASA PA Space Grant Consortium

• Assisted faculty with proposal preparation, including drafting budgets, budget notes, and ensuring compliance with funding guidelines.
• Conducted guideline reviews and provided adherence reminders to faculty and staff to maintain compliance with funding rules.
• Reviewed and edited proposals to enhance clarity, accuracy, and alignment with funding requirements.
• Collaborated with the university’s Office of Sponsored Projects to facilitate grant submissions, approvals, and reporting.
• Managed post-award processing including preparing contracts, proposals, subcontracts, cost-share commitments, and financial reports to maintain compliance with grant terms.
• Developed and maintained online funding application portals for fellowships, scholarships, internships, and mini-grants aimed at supporting higher education in STEM and NASA-related research. Ensured confidentiality of student records while promoting STEM education and increasing participation from underrepresented groups, including women, minorities, and individuals with disabilities.
• Oversaw professional online/digital/social media communication, ensuring the accuracy, relevance, and currency of information. Promoted a culture of ethics, compliance, and teamwork, fostering strong relationships among diverse teams and stakeholders.
• Designed and implemented community-building events for PSGC-funded higher education students, enhancing collaboration and professional development opportunities.
• Actively participated in strategic planning, contributing to decision-making and problem-solving in program-wide leadership meetings.
• Prepared, processed, and reconciled budgetary documents, including the purchasing of research materials and supplies, coordinating deliveries, and ensuring timely and accurate financial reconciliation.

• Served as the primary liaison with 14 affiliate institutions, ensuring alignment of goals and effective collaboration.
• Assisted in the preparation of grant proposals, ensuring adherence to institutional and sponsor guidelines.

Research and Graduate Education Office

• Assisted faculty in the creation and development of research proposals, ensuring alignment with the guidelines and objectives of relevant agencies or funding bodies.
• Collaborated with Principal Investigators (PIs) and departmental staff to develop detailed budgets for research grants, including both direct and indirect costs.
• Coordinated and gathered all necessary materials for submission, including research plans, budgets, and supporting documentation for grant applications.
• Prepared and submitted applications to federal agencies, foundations, and commercial companies, ensuring accuracy and compliance with sponsor guidelines.
• Verified that all proposals complied with institutional and sponsor guidelines, including formatting, documentation, and content restrictions.
• Reviewed sponsored project proposals of moderate complexity to ensure completeness and accuracy before submission to the Grants & Contracts Manager and Office of Research Administration (ORA).
• Conducted periodic audits of ongoing grants to ensure proper management and compliance with sponsor and institutional requirements.
• Provided regular updates to Principal Investigators (PIs) and Research Management regarding the status of current grants and contracts.
• Maintained communication with PIs to ensure they were informed about important deadlines, required documentation, and compliance actions.
• Monitored and reconciled monthly financial statements to track expenditures and ensure budget accuracy.
• Oversaw fund allocation to ensure compliance with sponsor requirements and university financial policies.
• Distributed monthly financial statements to PIs, providing clear and timely updates on project finances.
• Tracked cost-share commitments on grant submissions and monitored expenses charged to open grants to ensure compliance.
• Filed subawards, processed no-cost extensions, and ensured all actions adhered to grant terms and deadlines.
• Maintained research award databases for projects and faculty, ensuring up-to-date information for reporting and compliance.
• Facilitated materials transfer and other research agreements to ensure proper documentation and adherence to legal and institutional guidelines.
• Managed research purchases, expense reimbursements, vendor payments, faculty supplemental payments, and research student employment/wage changes.
• Prepared, processed, and reconciled budgetary documents for the Office and three off-campus Research & Extension Centers, including the USDA Pasture Systems and Watershed Management Research Unit, managing over 50 accounts, including grants and endowments.
• Acted as the liaison between the Office and USDA, coordinating with Agricultural Experiment Stations (AES) to screen, assemble, and review project initiations, as well as annual termination and accomplishment reports.
• Managed Research Invention Disclosures, ensuring proper tracking, reporting, and adherence to institutional and federal guidelines.

• Served as the backup for the Facilities Manager, overseeing building and grounds maintenance, custodial functions, and ensuring compliance with health and safety standards.
• Managed the hiring process for over 100 wage payroll employees, including students, by collaborating with supervisors, Communications HR, and Central HR to ensure timely and accurate onboarding.
• Processed payroll for work-study, wage payroll, and temporary employees, ensuring compliance with institutional policies and accurate compensation.
• Compiled data and prepared monthly budget reports using FIT and iTwo systems, providing insights into departmental expenditures.
• Submitted purchase orders and standing orders via eBuy, updating staff on order statuses and ensuring timely procurement of materials.
• Monitored purchasing card transactions to prevent auto-posts, updating and notifying staff regarding purchase histories and reconciling discrepancies.
• Processed Intra-Departmental Charges and Credits (IDCCs), ensuring accurate financial tracking and departmental allocations.
• Arranged travel accommodations, meal per-diem, and reimbursements via the ERS System for staff attending mandatory training and conferences.
• Participated in financial audits and budget meetings, providing necessary documentation and insights to support fiscal responsibility.
• Created, maintained, and updated various databases using Microsoft Word, Excel, PowerPoint, and Access to support departmental operations.
• Coordinate and Schedule Utility Shutdowns
• Prepare, analyze, and summarize reports for the supervisor's review, providing actionable insights and supporting decision-making.