Associate Director, Sponsored Programs

Job description

The Virginia Institute of Marine Science (VIMS) invites highly qualified applicants to apply for the Associate Director of Sponsored Programs.

VIMS serves as the School of Marine Science for William & Mary with masters and doctoral programs within four academic departments: Biological Sciences, Aquatic Health Science, Fisheries Science, and Physical Sciences.

The Associate Director of Sponsored Programs is second in command to the Director of Sponsored Program at the Virginia Institute of Marine Science (VIMS) with primary oversight of proposal activities and the supervision of a team of five Sponsored Program Administrators conducting pre-award, post-award and financial duties of the Office of Sponsored Programs (OSP). The position serves as an on-going advisor providing leadership and guidance to OSP staff on all post award administration functions that include: expenditure approvals, time & effort reporting, budget and cash monitoring, invoicing, journal vouchers, financial reporting, subcontracts, amendments, budget reallocation and extension requests and grant and contract compliance with University policies and procedures, federal and/or state regulations and laws, agency requirements and contractual obligations.

The Associate Director works closely with the Director on the day-to-day operations and management to ensure proper stewardship of financial resources; verifying compliance with all federal, state, institutional and award-specific regulations and guidelines; and on policies and procedures to outline strategic plans to promote the office’s role on campus.

Core responsibilities of the position include:

  • Provides leadership and guidance in developing complex multi-entity proposals and constructing multi-source funding packages for individual projects and programs. Compiles required proposal package components.
  • Provides leadership and guidance with reviewing proposal budgets and proposed research plans to confirm that all potential costs have been identified.
  • Provides leadership and guidance in preparing and negotiating sub-recipient/sub-contractor agreements to ensure recipients of flow-down funds fulfill obligations and comply with funding agency guidelines, stipulations and regulations.
  • Identifies opportunities that support institutional goals by conducting funding searches for specific programs and projects and alerting researchers of funding opportunities.
  • Develops and conducts periodic training for faculty and staff in the financial management of their grants or contracts.

Required Qualifications

Bachelor’s degree in a related field, increasing level of responsibilities and significant experience directly related to the position.


  • 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 working knowledge of General Accepted Accounting Principles (GAAP), with knowledge of university practices in budgeting, procurement and personnel management with familiarity with requirements for proposal submissions.
  • Strong analytical and problem solving skills with the demonstrated ability to visualize the big picture, foresee immediate or impending issues and propose solutions. Proven ability to work independently, resolve issues effectively and exercise sound judgment when making decisions.
  • Strong working proficiency of a variety of computer applications to include advanced knowledge of university accounting systems and web-based proposal, payment and awards management systems (e.g. Fastlane,, NSPIRES, ASAP and Grants Online) or other similar web based applications.
  • Strong oral and written communication skills with the ability to communicate effectively with a varied constituency (i.e. senior faculty researchers, technical staff, students, and representatives from external agencies).
  • Excellent interpersonal, project management and leadership skills with the ability to manage and oversee the work of others.
  • Strong presentation skills with the demonstrated ability to present information in a training environment as well as on a one to one basis.
  • Proven ability to work independently, resolve issues effectively and exercise sound judgment when making decisions.
  • Strong organizational skills with the proven ability to adapt to a rapidly changing and high stress environment and the proven ability to manage multiple and concurrent priorities with competing deadlines.


  • Substantive experience interacting with a wide variety of public and private funding agencies, such as National Science Foundation, National Oceanic and Atmospheric Administration, Environmental Protection Agency, etc.
  • Proven experience with automated accounting systems including reporting functions as well as demonstrated experience with MS Office products including web based applications.
  • Demonstrated supervisory experience.
  • Substantive experience working with pre-award and/or post-award sponsored programs administration.

Preferred Qualifications


Master’s degree in Higher Ed Administration, Business, Finance or closely related field.


  • Knowledge of Commonwealth of VA state university policies.
  • Knowledge of Banner.


  • Significant experience in an Assistant or Associate Director or a Sponsored Programs Administrator role overseeing Sponsored Programs in a higher education setting.
  • Significant experience with an automated accounting system, preferably Banner finance or comparable oracle based system with report writing experience.

EEO Statement

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





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Job No: FP121V
Posted: 3/13/2019
Application Due: 3/21/2019
Work Type:
Salary: Commensurate with experience