Pre-Award Research Administrator

Job description

Job Title: Pre-Award Research Administrator
Location: Office of Sponsored Projects
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 605058
Workplace Culture

NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. We—faculty, staff, and administrators—thrive by combining our efforts and working side by side to further NAU’s culture of excellence.

Core Values One NAU side by side Student Centered | Integrity | Diversity | Service | Discovery | Excellence Northern Arizona University

Special Information

*** Due to the extensive training requirements on specific materials, it will be necessary for the selected candidate to work in person during regular business hours on a daily basis for the required six-month probationary period ***

*** To be considered, complete the online NAU application, and provide a cover letter and resume with 3 - 5 professional references ***

The Pre-Award Research Administrator position is a full-time benefit eligible position supporting proposal development and award administration in the Office of Sponsored Projects (OSP). Incumbents will interact regularly with academic administrators, faculty, and staff, requiring the use of business vocabulary, tact, discretion and judgment, and a high level of professionalism.

Immigration Suppt/Sponsorship

NAU will not provide any U.S. immigration support or sponsorship for this position.

Furlough/Pay Reduction Program

Northern Arizona University has implemented a salary reduction with personal flex time program in fiscal year 2021, as a result of COVID-19. It is possible for this position to be subject to this program. Details can be found on the HR website.

Job Description

Position Summary

Responsible for the oversight and administration of the grant and contract process and procedures for research activities. Provides professional assistance with the beginning of the grant lifecycle, supporting research personnel in seeking and proposing sponsored research, service projects, and other creative activities to state, federal, industry or private sponsors.

Essential Position Responsibilities

  • Assists in researching and identifying funding opportunities for ideas/projects/inventions developed by NAU’s research teams.
  • Gathers information to help the team and principal investigator(s) evaluate eligibility requirements, institutional guidelines, and applicable regulations in relation to the various elements of the ideas/projects/inventions.
  • Provides the team with assistance in relation to the development of the budget, the costs needed to develop the idea/project/invention.
  • Helps complete and may submit final proposal forms to funding agencies for consideration ensuring that the proposal is compiled and submitted in accordance with granting agency requirements.
  • Submits timely and accurate reports for all existing proposals and verifies documentation is ready and finalized prior to turning the project over to the post-award team.
  • Develops and maintains effective relationships with NAU personnel including colleagues, community members, and state, federal, industry or private sponsors.Serves as a liaison as needed.
  • Helps to obtain sponsor approval for major changes to project work scope.
  • Records and tracks grant proposals, awards, funding agency requirements and forms, reference documentation, principal investigator profiles and curriculum vitae, abstracts and reference literature, and other pertinent material.
  • Due to the extensive training requirements on specific materials, it will be necessary for the selected candidate to work in person during regular business hours on a daily basis for the required six-month probationary period.

Minimum Qualifications
  • High school degree, and
  • 1-2 years of relevant experience.

Preferred Qualifications
  • Associate's or undergraduate bachelor's degree in relevant field.

Knowledge, Skills, & Abilities


  • Knowledge of grant funding policies and procedures and applicable local, state, federal and university regulations.
  • Knowledge of federal, state and/or community funding sources and mechanisms.
  • Knowledge of cloud-based grant management systems.
  • Knowledge of appropriate and allowable costs related to various funding sources.


  • Familiarity with legal terminology.
  • English composition, grammar, spelling and punctuation
  • Basic accounting skills for tracking and reconciling accounts.
  • Customer service skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).


  • Establishes and maintains effective working relationships.
  • Communicates effectively.
  • Possesses strong problem solving, organizational, and analytical capabilities.
  • Promotes a diverse, inclusive environment.

Background Information

Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check.

Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States.

Finally, each year Northern Arizona University releases an Annual Security Report. The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the Fire Safety Report is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus and NAU-Fort Defiance as these campuses have on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities.

If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.


Commensurate with experience.

**The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information.

FLSA Status

This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.


This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Human Resources benefits website. Classified Staff employees are in a probationary status for their first six months at NAU.

NAU is a tobacco and smoke-free campus.

Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are eligible for benefits on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.

Learning and Development

Your career at Northern Arizona University includes the opportunity for professional development. New employee on-boarding training includes courses to be completed within the first 30 days. If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years.

Application Deadline

September 14, 2020 at 11:59 p.m.

How to Apply

To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the Human Resources website or in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.

If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011.

Equal Employment Opportunity

Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.

EEO is the Law Poster and Supplements

NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.




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Job No:
Posted: 9/1/2020
Application Due: 9/30/2020
Work Type: