College Grants Administrator (College of Nursing)

PolicyTech•Villanova, PA

30d

About The Position

The M. Louise Fitzpatrick College of Nursing ( FCN ) seeks applicants for the role of College Grants Administrator. The FCN Grants Administrator assists the college and its research community in applying for and managing sponsored projects. The Grants Administrator serves as the first point of financial compliance review for VU sponsored award activities within the College. They are responsible for enforcing and complying with federal and other sponsor requirements and institutional policies and procedures. This individual is a member of the Office of Nursing Research and Innovation as well as the FCN administrative teams. The Grants Administrator has a solid understanding of grant policies and independently follows the policies and procedures set forth by the University for managing sponsored award activities. By demonstrating a supportive and team-oriented approach, they reduce faculty administrative burden and protect the University from unnecessary risk as it relates to pre- and post-award activities. Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our university and shift our perspectives. As a part of this community, your work will improve lives and ignite change! Why work at Villanova? Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others. Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum. Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more . Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.

Requirements

Bachelor’s Degree Required
Minimum 3 years of solid experience supporting pre-award activities for grants and contracts.
Thorough understanding of the grant cycle, federal grant regulations and their implementation in the higher education setting.
Ability to understand contractual requirements.
Ability to apply federal and sponsor regulations to financial transactions, sponsored award budgets and sponsored award proposal content.
Attention to detail required.
Excellent written and verbal communication skills; ability to translate complex requirements into simple and actionable recommendations.
Friendly and supportive demeanor, and ability to communicate clearly and professionally.
Ability to multitask with excellent organizational skills to work in a fast-paced environment.
Fluency in Microsoft Office suite.

Nice To Haves

MS or CRA certification preferred
Minimum 3 years of solid experience supporting pre-award activities for grants and contracts, preferably in a Carnegie R1 or R2 higher education setting.
Post-award experience preferred but not required.
Knowledge of nursing focused proposal submission standards is preferred.
Preferred familiarity with the Cayuse suite.
Preferable knowledge of requirements for the following funders: National Institutes of Health ( NIH ), Health Resources and Services Administration ( HRSA ), Agency for Healthcare Research and Quality ( AHRQ ), Patient-Centered Outcomes Research Institute ( PCORI ), National Science Foundation ( NSF ), Centers for Disease Control and Prevention ( CDC ) and foundations (e.g., Robert Wood Johnson Foundation, Independence Blue Cross Foundation, Rita and Alex Hillman Foundation).

Responsibilities

Provide guidance to Principal Investigators (PIs)/Research Team on regulations, federal and others, as they relate to sponsored award proposal development and implementation.
Maintain regular contact with PIs and local leadership (Deans, College Finance Managers, etc.), to ensure proactive management of applications.
Develop, edit, and advise on administrative components of sponsored award proposals including, but not limited, to internal and sponsor-required budgets, justifications, biosketches, current/pending and other support, required letters, subaward/subcontract documentation, and any other required documents.
Create internal (Cayuse) proposal record, complete application forms, and upload documents to sponsor website. Ensure all errors/warnings are addressed.
Stay current with changes and updates in research administration field.
Liaise between PIs, Office of Grants and Contracts (OG&C), and compliance units ( IRB , IACUC , COI , Export Control, and IBC ); ensure that compliance trainings and certifications are complete.
Ensure that all proposals initiated by PIs are complete and conform to sponsor and Villanova policies prior to submission to OG&C for submission to sponsor.
Prepare sponsor requested documents such as pre-award budget revisions, other support/current and pending documents and Just-in-Time requests. Submit to OG&C for review and to sponsor when appropriate.
Review new awards/contracts/agreements for accuracy prior to award set up. Address any changes as necessary (e.g., budget revisions).
Prepare and submit advance account and/or pre-award spending requests as needed.
Maintain real-time documentation of faculty effort on external projects to support Academic Associate Deans in making teaching load assignments.
Meet with Associate Dean for Research and Innovation ( ADRI ) and Office of Nursing Research and Innovation team members regularly to review College portfolio, advise of issues, help to creatively problem-solve, and discuss strategies and policies to manage portfolio growth.
Track Key Personnel effort against commitments. Develop plan with PI (and others within College as appropriate) at pre-award to prepare for over-commitments.
Maintain current/pending and other support documents throughout the life of the awards. Notify PIs, ADRI , Finance Managers, and OG&C leadership of potential audit risks.
Support content development for and lead related community trainings on sponsored award topics (e.g., changes to sponsor requirements).
Maintain calendar of sponsored award due dates to ensure reports are submitted in compliance with sponsor requirements.
Support other sponsored pre- and post-award related activities as needed (e.g., initiate summer salary requests).
Meet with sponsored research administrators and PIs after the grant is awarded to review the award and budget details, expected timeline, hiring needs, contracting requirements, and to address PI questions.
Review effort reports for accuracy according to grant guidelines. Recommend adjustments to faculty and implement changes.
Review spending reports with PIs to identify potential budgeting issues (i.e., over/under spending), refine projections, and address with sponsored research administrators and PIs.
Determine the allowability, allocability, and reasonableness of all research-related expenses, including student stipends and payments to vendors.
Manage college’s cost share commitments.
Perform additional duties and assist with special projects as assigned.