Post-Award Research Administrator

Department: Col of Engineering and Computing

Classification: Financial Svcs Specialist 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The function of the Research Administration team, in the Office of the Dean in the College of Engineering and Computing (CEC), is to support faculty in proposal submission, financial management and compliance of their research grants and contracts in an efficient manner and with a customer-service focus.

About the Position:

The Post-Award Research Administrator is responsible for managing post-award activities in support of an assigned portfolio of grants and contracts within one or more departments or centers within the College of Engineering and Computing using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Post-award activities include hiring faculty and students on grants and contracts, regular review, reconciliation, and projection of award finances, preparing adjustments and corrections to award budgets, preparing financial reports, and at the end of the award, ensuring all financial requirements have been met and closing out the award. The position interacts regularly with and provides high quality customer service to faculty members conducting sponsored research and ensures adherence to quality standards and all policies and award regulations.

Responsibilities:

Works with senior-level local sponsored research administrators, understands and develops skills related to the following tasks:

• Follows and adheres to processes and activities related to post-award function;
• Perform post-award activities for a department or center within the CEC. Post-award activities include, but are not limited to, assisting faculty/PI in the financial, regulatory, and reporting of grant and contract awards; and
• High engagement with investigators and collaborative with Office of Sponsored Programs (OSP) is expected.

Confers with PI and Pre-award support staff at collaborating institutions to secure necessary subawards documents for proposals.

• Upon award acceptance, defines account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations;
• Distributes award information to PIs, co-PIs and relevant staff and other research units;
• Coordinates with relevant individuals to make adjustments to payroll for all budgeted positions (including relative cost sharing positions); and
• Expenditures should reflect Investigator's scientific activity.

Reviews and reconciles award expenditures and budgets, making adjustments, as necessary.

• Projects and forecasts future award expenditures;
• Manages budget, reporting and compliance timelines through the lifecycle of the grant or contract;
• Communicates with PIs on a regular basis regarding budget and expense adjustments and revisions;
• Completes financial reports to be sent to sponsor, as required by the award terms and conditions;
• Monitors compliance with agency and University regulations regarding reporting;
• Completes invoice for sponsor (for certain award types only);
• Assists PIs with non-financial report submissions, as necessary;
• Coordinates and submits requests for No Cost Extensions, Carryover, rebudgeting requests, changes in scope, and other changes to the award; ensures all requests are done in compliance with sponsor guidelines and University policies;
• Facilitates the approval of invoices to pay subcontractors;
• Applies federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards;
• Assists in transferring awards out of the university;
• Responsible for closeout of all funded projects consistent with university process and timelines;
• Follows and adheres to defined business practices related to post-award functions; and
• High engagement with investigators and collaborative with Office of Sponsored Programs (OSP) is expected. Reconciliations and other documents completed within specified guidelines.

Logs and processes the set-up of new, continuation, and prior approval accounts.

• Evaluates documentation for accuracy, reviews scope of work, and reviews file for missing information, if necessary;
• Assists in processing various modifications to awards including carryovers, de-obligations, PI changes, levels of effort changes, project team modifications, department changes, and account maintenance;
• Processes requests to create new projects, program income, or cost share accounts after the project has been established; and
• Provides review of projects as outlined in the specified guidelines and procedures.

Performs other related duties as assigned.

Required Qualifications:

• High school diploma or equivalent;
• Experience with creating budgets or other financial plans;
• Experience validating and reconciling financial transactions and processing necessary forms for any corrections;
• Experience working in a customer service environment supporting other teams or organizations with deadline related tasks;
• Understanding of financial processes and controls including the reconciliation process;
• Understanding, adoption, and adherence to SOP and training is required;
• Proficient in the use of computers with solid working knowledge of MS Office Suite (Word, Excel, Power Point);
• High-level interpersonal skills in a professional environment, excellent oral and written communication skills;
• Ability to work with colleagues/team members to jointly solve questions and challenges in their daily work;
• Ability to analyze data and formulate conclusions;
• Ability to learn and adapt to changing technologies related to grants and contracts management;
• Ability to manage and prioritize multiple projects/tasks simultaneously;
• Ability to work with the post-award specialists and solve problems, answer questions, and give guidance on post-award activities and other grants management topics on a daily basis;
• Ability to manage research budgets, interpret allowable costs, and other specific financial issues is expected;
• Ability to perform work effectively with minimal oversight or supervision; and
• Excellent customer service orientation; deadline oriented and ability to work effectively under pressure.

Preferred Qualifications:

• Bachelor's degree in related field;
• Experience in Sponsored Programs Administration or related field;
• Experience in Higher Education Research Administration;
• Experience submitting proposals to Federal and Nonfederal sponsors;
• Experience ensuring compliance with processes, requirements and regulations;
• Knowledge of federal rules and regulations / terms and conditions relating to research grant and/or contract activity;
• Knowledge of University policies and procedures relating to grant and contracts activity;
• Knowledge of University processes, systems and offices related to and/or involved in grant and contract submission and management;
• Knowledge of the Banner Financial system or demonstrated ability to learn complex electronic systems; and
• Certified Research Administrator (CRA) or Certified Pre-award Research Administrator (CPRA) certification.

Instructions to Applicants:

For full consideration, applicants must apply for Post-Award Research Administrator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a Cover Letter/Letter of Intent with Resume for review.

Posting Open Date: October 18, 2024

For Full Consideration, Apply by: November 8, 2024

Open Until Filled: Yes