Sponsored Programs Administrator

Job description

The Virginia Institute of Marine Science invites qualified applicants to apply for the Sponsored Programs Administrator position. The successful incumbent will enjoy a fast paced environment, and join a dedicated and dynamic team of professionals.


Virginia Institute Marine Science (VIMS) Office of Sponsored Programs (OSP) is charged with management of all pre-award and post-award activities associated with extramural funding requested and received in support of the institution’s tri-partite missions of research, education, and advisory service

There are five Sponsored Programs Administrators dedicated to supporting the externally sponsored research programs of VIMS. Each Administrator assists researchers in preparing and submitting research proposals, ensures proper stewardship of financial resources by monitoring and managing Sponsored Programs accounts, and verifies compliance with all federal, state, institutional, and award-specific regulations and guidelines.

Core responsibilities of the position include:

Pre Award Services

  • Review sponsor guidelines for proposal requirements and agency specific conditions that may be outside of standard requirements.
  • Assist principal investigators in the preparation of proposal budgets to reflect full effort and cost of proposed research. Verify any cost-sharing as required by the sponsor.
  • Work with partnering institutions to secure all necessary subcontract and/or sub award documentation.
  • Prepare sponsor related administrative forms.
  • Prepare and review final proposal package to ensure all administrative requirements have been met, including securing any regulatory compliance approvals.
  • Submit final proposal to the Institute’s AOR. If proposal is funded, work with sponsoring agency to successfully negotiate award/contract terms and conditions that are acceptable to both parties.

Post Award Services

  • Update sponsored programs database to reflect that a new award has been received. Send out award notification to principal investigator and other administrative personnel.
  • Ensure proper establishment of the new account(s) in the financial system and load the award budget.
  • Monitor financial status regularly. This includes the review and approval/ disapproval of procurement requisitions, travel authorizations, and service center charges to ensure that grant expenditures are allocable to the project, reasonable, and consistently treated.
  •  Coordinate with departmental fiscal personnel and principal investigators to ensure that personnel time and effort allocations are accurately reported for each project on a quarterly basis; and alert senior administration and departmental personnel of potential issues.
  • Prepare and submit invoices, cash requests, and financial reports in a timely manner in accordance with award requirements.

Close Out

  • Manage close out process. Once an award has concluded, ensure all reports – financial and technical – have been submitted to the sponsor.
  • Retain all required records according to retention schedule.

Required Qualifications:

Bachelor’s degree in a related field or an equivalent combination of education and experience.


  • Demonstrated knowledge of federal, state and sponsor rules and regulations related to grants and contracts.
  • Strong working proficiency of a variety of computer applications to include advanced knowledge of automated accounting / financial systems.
  • Proven ability to work in a fast paced environment, independently, resolve issues effectively and exercise sound judgment when making decisions.
  • Strong oral and written communication skills with the ability to communicate with a varied constituency (e.g., senior faculty researchers, technical staff, students, departmental fiscal personnel, and representatives from external agencies).
  • Strong organizational skills, with the demonstrated ability to successfully manage multiple priorities concurrently with competing deadlines.


  • Demonstrated experience in accounting, finance, or research administration.
  • Proven experience using an automated financial or accounting system.

Preferred Qualifications:


  • Demonstrated knowledge of federal regulations governing grants/contracts including 2 CFR 200 (Uniformed Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) and Federal Acquisition Regulations (FAR), with the demonstrated ability to interpret guidelines, regulations and complex documents and apply policies and procedures.
  • Strong proficiency with web-based proposal, payment and awards management systems (e.g.,FastLane, grants.gov) or other similar web based applications is highly desirable.
  • Knowledge of Commonwealth of VA state university policies.
  • Strong proficiency in a variety of computer applications to include advanced knowledge of university accounting systems is a plus.


  • Demonstrated experience in sponsored programs administration at an institution of higher education is highly preferred.
  • Experience using Banner (finance /accounting module) is highly desirable.

William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The College is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No: FP099V
Posted: 4/5/2018
Application Due: 4/27/2018
Work Type: