Research Administrator, Post Award

State of Virginia•Fairfax, VA

67d•Hybrid

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 units (i.e., school, department, division, institute, or center) using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Post-award activities include 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 Post Award Research Administrator interacts regularly with and provides high quality customer service to faculty members conducting sponsored research. This position ensures adherence to quality standards and all policies and award regulations. This position is expected to function with minimal oversight or supervision, be highly engaged with investigators, and collaborative with the Office of Sponsored Programs (OSP). This position is expected to demonstrate understanding, adoption, and adherence to Standard Operating Procedures (SOPs) and training.

Requirements

High school diploma or equivalent
Some experience related to grants and contracts management (generally 0-2 years)
An appropriate combination of relevant education and/or work experience may be considered
Knowledge of federal rules, regulations, and University policies and procedures relating to research grant and/or contract activity
Knowledge of University processes, systems, and offices related to and/or involved in grant and contract submission and management
Knowledge of financial processes and controls including the reconciliation process
Knowledge of principles and processes for providing customer service
Skill in mathematics, financial management, and/or accounting, with the ability to analyze data and formulate conclusions
Excellent oral and written communication with fundamental, professional interpersonal skills, including skill in creating high quality written documents
Skill in the use of computers with solid working knowledge of MS Office Suite (Word, Excel, PowerPoint)
Demonstrated ability to learn complex electronic systems and changing technologies related to grants and contracts management
Ability to proactively resolve problems and issues in a timely manner
Understanding of and ability to apply costing rules and regulations to federally funded projects
Understand and apply federal and University rules to management of effort allocation for individuals compensated whole or in part from federal awards
Ability to manage and prioritize multiple projects/tasks simultaneously
Work well under pressure and meet deadlines
Work independently with minimal supervision managing a large volume of complex awards
Ability to effectively manage research budgets, interpret allowable costs, and other specific financial issues
Ability to work collaboratively with other levels of post-award specialists to solve problems, answer questions, and give guidance on post-award activities and other grants management topics on a daily basis
interact and communicate with senior leadership and communicate effectively with colleagues and peers
Work collaboratively with colleagues to solve questions and challenges in their daily work
Performs other related duties as assigned.

Nice To Haves

Bachelor's degree in related field
Experience in Sponsored Programs Administration or related field preferred
Knowledge of the Banner Financial system, or demonstrated ability to learn complex electronic systems.

Responsibilities

Reviews and reconciles award expenditures, budgets, and makes adjustments as necessary
Projects and forecasts future award expenditures
Reviews all expenditures to ensure they are allowable, allocable, and reasonable
Manages budget, reporting and compliance timelines through the lifecycle of the grant or contract
Communicates and meets 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 invoices 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, budgeting requests, changes in scope, and other changes to the award
Ensures all requests are done in compliance with sponsor guidelines and University policies, and coordinates with pre-award counterparts as needed
Facilitates the approval of invoices to pay subcontractors, as needed
Reviews effort reports and manages quarterly effort certification process for assigned units
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
Prepares funded projects for closeout for all funded projects consistent with University processes and timelines, and follows and adheres to defined business practices related to post-award functions
Works with Senior Post Award Research Administrators
Follows and adheres to processes and activities related to post-award functions
Performs post-award activities including assisting faculty/Pl in the financial, regulatory, and reporting of grant and contract awards
Develops related knowledge and skills
Upon award acceptance, defines account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations
Sets-up awards in financial system
Distributes award information to PIs, co-PIs, and relevant staff
Coordinates with relevant individuals to adjust payroll for all budgeted positions (including relative cost sharing positions).