Grants and Contracts Specialist - Radiology and Medical Imaging Research

UVA Health • Charlottesville, VA

32d • $44,000 - $65,000 • Hybrid

About The Position

The Department of Radiology & Medical Imaging within the UVA School of Medicine is seeking two (2) Grants and Contracts Specialists to join our dynamic research teams and greater department. Each Specialist will support either pre- or post-award responsibilities. These positions may be eligible for flex-work in a hybrid environment with an option to work remotely for up to 2 days per week. Specialists will be required to report on-site full time until all onboarding and training has been completed and the candidate is able to work independently. Specialists are independent contributors supporting either pre- or -post-award functions, and should have excellent written, verbal, and interpersonal communication skills. They will be expected to research, analyze, balance, and/or reconcile financial data, requiring strong organizational, analytical, and numerical-processing abilities. Specialists must be able to handle multiple simultaneous and competing priorities effectively, independently researching process-related inquiries to provide appropriate direction and resolution.

Requirements

• High School diploma.
• None (for Professional 1)
• Associate's degree (for Professional 2)
• At least two years of relevant experience required (for Professional 2). A combination of education and relevant experience may be considered in lieu of a degree.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational, analytical, and numerical-processing abilities.
• Ability to handle multiple simultaneous and competing priorities effectively.
• Ability to independently research process-related inquiries to provide appropriate direction and resolution.
• Proficiency in computer applications, specifically, Microsoft Office and Qlik Sense (preferred for Post-Award).
• Ability to work independently and on a team (preferred for Post-Award).
• Working knowledge of grants and contracts (preferred for Post-Award).
• Experience in interpreting and applying policies from multiple levels of authority (federal, state, and institutional) (preferred for Post-Award).

Nice To Haves

• Strong communication skills (preferred for Pre-Award).
• Adept at learning new systems (preferred for Pre-Award and Post-Award).
• Work experience with Grants and Contracts or Research Administration, preparing proposals for federal sponsors and/or monitoring research grants and contracts, in an higher education environment.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Familiarity with ResearchUVA and/or Workday Finance.
• Certified Research Administrator (CRA) certification or similar.

Responsibilities

• Prepare and submit grants and contracts through the pre-award process utilizing both Sponsor and UVA regulations. Follow through to submission to Sponsor.
• Advise faculty on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review certain administrative proposal elements (biosketches, facilities & resources, etc.) for consistency, accuracy, and completeness.
• Assist with developing budget and budget justification; proofing for inconsistencies to ensure accuracy.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Work closely with Clinical Research Coordinators to develop and submit complex budgets.
• Coordinate with School of Medicine Office of Grants and Contracts staff to review and adapt proposals.
• Work with the faculty to process all non-funded agreements, which are often critical to the receipt of future funds for the Department.
• Maintain delegated access and responsibility for all faculty SciENcv accounts, ensuring Biosketches and Other Support documents are current, accurate, and compliant with sponsor requirements.
• Proactively review faculty compliance status and ensure all required trainings, disclosures, and certifications (including FCOI and sponsor-specific requirements) are current prior to proposal submission to maintain compliance and avoid submission delays.
• Assist with the preparation of the department budget by communicating with faculty to determine the funding probability of pending proposals.
• Prepare and/or certify monthly account reconciliations, process supplier invoice requests, create purchase orders, prepare/submit reimbursements, submit internal service deliveries, and create journal transfers/accounting adjustments for multiple awards.
• Provide financial oversight, compliance guidance, and administrative support in regard to sponsor and institutional regulations.
• Perform detailed financial analysis of award spending and provide projections of future spending.
• Identify and address potential risks and issues related to research projects, such as budget overruns, compliance violations, or delays in project timelines.
• Work with PIs and other stakeholders to develop strategies for mitigating risks and resolving issues as they arise.
• Prepare progress reports in compliance with sponsor guidelines.
• Submit payroll costing allocations / payroll adjustments.
• Maintain faculty iLAB accounts, ensuring members are up to date and worktags are accurate.
• Complete biannual payroll account confirmations with faculty.
• Stay informed about changes in funding agency requirements, regulations, and best practices in research administration.
• Meet with faculty monthly / quarterly to review grant reports and balances.

Benefits

• Benefited position
• Flex-work in a hybrid environment with an option to work remotely for up to 2 days per week (after onboarding and training completion).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED