Sponsored Programs Assistant

William & Mary•Mount Vernon, NY

5d•Hybrid

About The Position

The William and Mary Office of Sponsored Programs (OSP) is charged with management of all pre-award and post-award activities associated with extramural funding requested and received in support of the institution’s missions of research, education, and public service. The Sponsored Programs Assistant supports the operations of the Office of Sponsored Programs and the management of externally sponsored research programs at W&M. The Sponsored Programs Assistant provides data entry support for both the OSP Database (Cayuse/SPARCS) and the university accounting system (Workday), prepares invoices to external sponsors, assists in award setup and closeout, generates internal reports for administrators and faculty, and retains all required records according to the appropriate retention schedule. The Sponsored Programs Assistant also regularly maintains the OSP procedures manual and updates the OSP website under the direction of the Director, and Senior Sponsored Programs Administrator.

Requirements

High school diploma or equivalent.
Strong reading and analytical skills.
Proficiency with Microsoft Office applications, particularly Outlook and Excel.
Demonstrated ability to productively navigate multiple computer applications, web platforms, centralized records systems, or client databases.
Experience with diverse internal and external customers and stakeholders.

Nice To Haves

Associate degree or a bachelor's degree in accounting, finance, or a closely related field.
Exposure to federal, state, and/or foundation rules and regulations related to grants and contracts.
Knowledge of web-based proposal, payment, and awards management systems or other similar web-based applications is highly desirable.
Experience or coursework in accounting, financial management, or business administration.
Experience using an automated financial or accounting system.

Responsibilities

Accurately enter initial award and modification information in the OSP Database (Cayuse/SPARCS)
Perform OSP Database reconciliation, including: Marking declined proposals, Deleting duplicate records, Semi-annual proposal number alignment with the logbook, Verifying Workday Accounting System budget values against database values
Distribute award and modification data.
Update the Workday Accounting System and related systems as awards are modified or closed.
Perform archiving and records retention activities.
Verify current protocol status at the time of award and/or modification and notify Principal Investigators (PIs) of expiring protocols.
Conduct research compliance training verification and records management.
Perform subrecipient monitoring through annual federally required Single Audit (2 CFR 200) reviews.
Complete data entry in the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS) and other federal award reporting platforms.
Request Certificates of Insurance and provide them to project sponsors at the time of award and annually thereafter.
Support Sponsored Programs staff in invoicing, financial management, and reconciliation activities.
Prepare and submit invoices and drawdowns in accordance with award requirements for all active awards.
Assist with review of grant banking information and management of outstanding payment issues.
Draft quarterly and annual federal financial reports for OSP Administrators.
Monitor project end dates and send 90-day notifications to Sponsored Programs staff, financial personnel, and/or Principal Investigators (PIs).
Provide departments with monthly grant expenditure reports for review.
Distribute and follow up on effort certifications.
Track and verify graduate student tuition and health charges to grants.
Assist with closing expiring awards.
Maintain and update Standard Operating Procedures under the direction of the Senior Sponsored Programs Administrator, and/or Director of Sponsored Programs.
Order office supplies and arrange repairs as needed.
Manage departmental procurement, including supplies, subscriptions, travel, and services.
Research funding opportunities for the Weekly Funding Opportunity Notice.
Maintain hard-copy and electronic records.
Perform annual updates to Sponsored Programs tools, procedures, and resources, including budgets and reports.
Post announcements.
Provide additional web support as requested.