Post Award Associate - Subawards

Virginia Tech • Blacksburg, VA

11d • Hybrid

About The Position

Reporting to the Post Award Team Lead in the Office of Sponsored Programs (OSP) at Virginia Tech, the Post Award Associate will be responsible for receipt and payment processing of subaward invoices received in OSP within 30 days of receipt. The position will work closely with University faculty, Departments and Post Award Associates to ensure timely payment of invoices. The position reviews invoices for acceptability against terms of award, secures principal investigator approval, processes payment using Hokiemart procurement system, loads completed package to the Award Management System and sends the invoice to the controller’s office for payment processing. Tracking and follow-up of pending approvals is required to ensure prompt pay requirements. Final invoice process requirements include verifying proper closeout documents are received and applied to the Award Management System as well as principal investigator acknowledgement of all work complete prior to final payment processing. Once final invoice is processed if there is an open encumbrance, the position will submit paperwork to have the encumbrance released and make sure the subaward is closed in the Subaward Database.

Requirements

• Experience with bookkeeping, accounting practices, and/or budgeting.
• Demonstrated experience and/or education with emphasis on accounting, finance, or government/business regulations and accounting practices.
• Proficient with general office software, such as word processing, spreadsheets, and email platforms, as well as document management tools.
• Highly organized with the ability to manage and track multiple tasks simultaneously.
• Ability to communicate effectively.

Nice To Haves

• Demonstrated experience with federal and non-federal grants and/or contracts.
• Experience working with large enterprise financial and/or purchasing systems.

Responsibilities

• Receipt and payment processing of subaward invoices received in OSP within 30 days of receipt.
• Work closely with University faculty, Departments and Post Award Associates to ensure timely payment of invoices.
• Review invoices for acceptability against terms of award.
• Secure principal investigator approval.
• Process payment using Hokiemart procurement system.
• Load completed package to the Award Management System.
• Send the invoice to the controller’s office for payment processing.
• Track and follow-up of pending approvals to ensure prompt pay requirements.
• Verify proper closeout documents are received and applied to the Award Management System prior to final payment processing.
• Obtain principal investigator acknowledgement of all work complete prior to final payment processing.
• Submit paperwork to have encumbrance released if there is an open encumbrance after final invoice processing.
• Ensure the subaward is closed in the Subaward Database.

Benefits

• Professional development opportunities
• University shared governance participation

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed