Sponsored Programs Administrator

Job description

Position Information

Present Position Number00382VRole Code TitleFinancial Specialist IIPosition TitleSponsored Programs AdministratorPosition Summary

The Virginia Institute of Marine Science (VIMS) is seeking two (2) qualified Sponsored Programs Administrator(s) to join their dedicated team of professionals. In addition to the key competencies /experience listed below, the successful incumbents will possess a strong customer service mindset, with the ability to thrive in a fast-paced environment and meet the ever-changing needs of the customer.

The 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 four (4) 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 includes:

Pre Award Services:

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

Post Award Services:

  • Updates sponsored programs database to reflect that a new award has been received. Sends out award notification to principal investigator and other administrative personnel.
  • Ensures proper establishment of the new account(s) in the financial system and load the award budget.
  • Monitors 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. Coordinates 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 alerts senior administration and departmental personnel of potential issues.
  • Prepares and submits invoices, cash requests, and financial reports in a timely manner in accordance with award requirements.

Close Out:

  • Manages close out process. Once an award has concluded (ensures all reports – financial and technical) have been submitted to the sponsor.
  • Retains 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

Bachelor’s degree in accounting, finance, business or other closely related field is highly desirable.


  • 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.
Advertised Pay RangeUp to $56,000, commensurate with experienceDepartment121500 Office of Sponsored ProgramsLocationVIMS - GloucesterUniversity Salary Range

U10Job Open Date10/01/2020Review Begin DateJob Close Date11/12/2020Open Until FilledNoEmployment CategoryFull Time OperationalPosition Term12-MonthSpecial Application InstructionsConditions of Employment:
  • This position is subject to additional hours beyond the typical work day/week to meet the changing business needs.
  • This position is subject to occasional travel.
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.

Background Check Statement

William & Mary and the Virginia Institute of Marine Science are committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.

Supplemental Question

Required fields are indicated with an asterisk (*).

    Supplemental DocumentsRequired Documents
    1. Resume/Curriculum Vitae
    2. Cover Letter
    Optional Documents




      Diversity Profile: University



      View more

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

      Arrow pointing right
      Job No:
      Posted: 10/21/2020
      Application Due: 10/24/2020
      Work Type: