Sponsored Project Administrator (Pre-Award)

Washington, D.C.
Mar 07, 2018
Institution Type
Four-Year Institution


Job Description Summary:

Under the direction of the Assistant Director, Pre-Award Management, the Sponsored Projects Administrator, Pre-Award supports institutional research goals as an integral part of the Office of the VP for Research's Office of Sponsored Projects. The Sponsored Projects Administrator, Pre-Award performs the core functions of the central office as the first level of institutional review and approval for all proposals for submission in order to secure external funding. Managing a portfolio of diverse university schools, departments, centers and institutes, the incumbent performs as a primary university resource to interpret and implement sponsor guidelines, federal and state regulations, and university policies and procedures; provides oversight of the proposal development process to minimize the university's compliance risk; communicates with sponsoring agencies; provides guidance, education and training unit and departmental level staff associated with sponsored activities; and keeps abreast of new developments in the field of research administration, federal regulations, policies, and procedures in order to serve as a subject matter expert for information and guidance to university faculty and staff. Specific duties and responsibilities include:

• Partners with university, OVPR, school/department/unit level faculty and staff to manage processes and interactions that will meet specific and individual needs to effect successful proposal development and error-free submission.
• Provides first-level institutional review and approval of proposals to ensure compliance with university policies and procedures, Uniform Guidance, federal, private, corporate and other compliance requirements, including but not limited to, sub-recipient commitment, conflict of interest, export controls, data management plans, and research involving radioactive materials, animals and humans.
• Serves as liaison with the department/school/unit to coordinate proposals with multiple collaborators, international designation, or large complex collaborative projects (such as cooperative agreements, P or T grants).
• Provides expert advice and guidance to assist faculty and staff in preparation of competitive and non-competitive grant and contract proposals at various stages of pre-award, including but not limited to award transfers, Just-In-Time requirements, project amendments, and revised budgets.
• Evaluates and prepares proposal documentation for adherence to representations and certifications, and applicable assurances.
• Routes complete and accurate proposals to obtain AOR approval and signature.
• Participates in responding to audit requests as needed.
• Places high priority on serving customers (internal and external to the university). Ability to exercise diplomacy, establish and maintain effective working relationships. Demonstrates flexibility and willingness to change as needed to meet priorities, respond to requests, and contribute to a positive and professional work environment.
• Responsible for project management (planning, organizing, motivating and controlling resources) to prioritize workload, and effectively manage multiple obligations.
• Evaluates proposal-intake information for accuracy and completeness.
• Facilitates completion of sponsor requirements by providing review, feedback and corrective guidance to faculty and school/department-level administrators.
• Identifies on-line resources and provide information to facilitate the proposal development process from proposal in-take to submission.
• May serve as liaison for faculty and staff with affiliated offices such as Human Resources, Technology Transfer, General Counsel, IRB and IACUC to facilitate initial contact as part of proposal development process.
• May interact with collaborators to obtain proper information and documentation.
• Coordinates with faculty and staff to ensure the proposal meets the university's submission deadline policy.
• Communicates effectively and efficiently to share information, and provides direction to university faculty and staff.
• Keeps management and all stakeholders informed throughout proposal development process and escalates issues for resolution proactively and clearly. Seeks knowledge and provides feedback to others. Communicates, coordinates and provides training and education to the university related to pre-award sponsored activities, as appropriate.
• Responsible for time management to develop a mutual action plan and timeline with faculty and staff in preparation of proposal elements to ensure internal approvals and final proposal review are accomplished in advance of the sponsor's deadline.
• Monitors and evaluates the proposal development process, communicate and make adjustments, that will ensure the proposal is completed and submitted to the sponsor on-time.
• Demonstrates accurate, clear and timely verbal and written communications.
Present written and verbal communications in a professional and thoughtful manner.
• May provide formal and informal education and training to faculty and staff as part of proposal development process.
• Recommends and uses available tools and resources to facilitate proposal development for faculty and staff.
• Ensures that interactions and communications are professional, courteous and respectful.
• Participates in team meetings and contributes ideas.
• Responds to general inquiries and provides technical assistance with navigating electronic submission platforms.
• Analyzes proposals and sponsor guidelines for compliance and consistency with federal and state laws and regulations, university policy and practice, in order to minimize risk, and protect confidential or sensitive information.
• Ensures budget allocations are allowable, allocable, reasonable and consistent with sponsor guidelines, university policies and procedures, and best practices. Ensure budgets reflect correct allocations for multiple collaborations, cost share, and matching, as applicable.
• Provides data management to ensure data integrity and timely data entry that will produce accurate reporting and support business decision-making.
• Continuously performs in a manner that will have a positive impact on university metrics.
• Identifies opportunities to overcome challenges, explore options, and resolve issues. Makes appropriate decisions using sound judgment that will have a positive impact. Offers critical analysis and seeks guidance from management when necessary.
• Analyzes and resolves problems related to variances, omissions, inconsistencies, and non-compliance during the preparation of the proposal.
• Delivers a final proposal that will ensure timely and effective award set-up.
• Manages office hours to be highly productive, and uses resources efficiently.
• Identifies when a problem will require escalation, and will offer background information, with a recommendation for management approval.
Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.

Minimum Qualifications:

Qualified candidates will hold a Bachelor's degree in an appropriate area of specialization plus 2 years of relevant professional experience, or, a Master's degree or higher in a relevant area of study. Degree must be conferred by the start date of the position. Degree requirements may be substituted with an equivalent combination of education, training and experience.

Additional Required Licenses/Certifications/Posting Specific Minimum Qualifications: Preferred Qualifications:

- Proficiency in pre-award sponsor systems, data management, document preparation and management, spreadsheet creation and presentation software.
- Previous experience in an institution of higher education, grants and contract management or related field is desirable.
- Working knowledge of Uniform Guidance, 2 CFR Part 200.
- Excellent project and time management skills with ability to work independently in a deadline driven environment.
- Ability to function decisively in ambiguous situations and apply knowledge and understanding in broad contexts.
- Demonstrated experience and proficiency in managing complexity.
- Highly service-oriented, team-oriented, and goal oriented, with great flexibility to identify priorities, manage and respond to competing deadlines and priorities.
- Ability to demonstrate professional composure, and maintain a collegial and friendly work environment.
- Working knowledge of proposal guidelines for various sponsoring agencies, research administration practices, and discipline of data management to maintain accurate and complete information.
- Ability to work with customized on-line systems to support university operations and individual proposal platforms for sponsors.


Campus Location: Foggy Bottom, Washington, D.C. College/School/Department: Office Vice President of Research (OVPR) Family Research Administration Sub-Family Sponsored Projects Stream Individual Contributor Level Level 2 Full-Time/Part-Time: Full-Time Hours Per Week: 40 Work Schedule: Monday through Friday, 8:30 am to 5:00 pm Position Designation: Essential: Employees who perform functions that have been deemed essential to maintaining business or academic operations. Employees are generally expected to work from home during an event and may be asked to physically report to work. Telework: No Required Background Check: Criminal History Screening, Education/Degree/Certifications Verification, Social Security Number Trace, and Sex Offender Registry Search Special Instructions to Applicants:

This position will be moving to the Ashburn, VA campus late summer or early fall.

Internal Applicants Only? No Posting Number: S007056 Job Open Date: 03/06/2018 Job Close Date: If temporary, grant funded or limited term appointment, position funded until: Background Screening Successful Completion of a Background Screening will be required as a condition of hire. EEO Statement:

The university is an Equal Employment Opportunity/Affirmative Action employer that does not unlawfully discriminate in any of its programs or activities on the basis of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, or on any other basis prohibited by applicable law.

Posting Specific Questions
Required fields are indicated with an asterisk (*).

    Applicant Documents
    Required Documents
    1. Resume
    2. Cover Letter
    Optional Documents
    1. Letter of Recommendation 1
    2. Letter of Recommendation 2
    3. Letter of Recommendation 3

    Documents needed to Apply
    Required Documents
    1. Resume
    2. Cover Letter
    Optional Documents
    1. Letter of Recommendation 1
    2. Letter of Recommendation 2
    3. Letter of Recommendation 3


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