Research Administrator, Pre-Award III

Accountabilities As a senior member of the research administration function, you will manage pre-award activities for an assigned portfolio while providing operational guidance and supporting collaboration across the team. Your responsibilities will include:

• Team Coordination and Operational Support

• Support the day-to-day activities of a team of Pre-Award Specialists.

• Monitor workload distribution and raise capacity or operational concerns to the Research Administration Services Director.

• Provide guidance and practical support to team members as appropriate.

• Coordinate with the Director on pre-award activities, issue resolution, and workload management.

• Collaborate with the Post-Award team lead to organize inter-team meetings and strengthen coordination between pre-award and post-award functions.

• Promote efficient workflows and ensure that team and individual activities meet established quality standards.

• Contribute expertise and recommendations as part of cross-functional research administration initiatives.

• Grant and Contract Proposal Management

• Manage pre-award activities for an assigned portfolio of grants and contracts within the research administration unit.

• Support faculty and principal investigators (PIs) throughout the development, preparation, and submission of grant and contract proposals.

• Ensure applications comply with sponsor requirements, institutional policies, published submission schedules, and deadlines.

• Manage Just-In-Time requests and ensure proposals are entered and routed promptly for further review.

• Coordinate with PIs and pre-award contacts at collaborating institutions to obtain required sub-award documentation.

• Assist PIs with budget development and budget justifications, reviewing submissions for accuracy, completeness, and inconsistencies.

• Review budgets against sponsor requirements and institutional regulations, verifying financial information and applying the appropriate indirect cost or overhead rates.

• Advise PIs on administrative submission requirements, budget adjustments, and revisions needed to meet sponsor guidelines.

• Coordinate and review proposal components, including biosketches and facilities and resources documentation, to ensure accuracy and completeness.

• Review proposals for compliance with sponsor formatting and submission requirements, including budget rules, font specifications, page limits, and other application instructions.

• Monitor proposals throughout the institutional routing process, ensuring compliance with university procedures and obtaining required institutional approvals and signatures.

• Track proposal status and advise PIs on deadlines and requirements related to research protection protocols.

• Collaborate effectively with central research offices, schools, departments, divisions, and other stakeholders to facilitate successful proposal submissions.

• Perform additional related responsibilities as required.

Requirements

The ideal candidate brings substantial experience in research grants and contracts administration, a strong understanding of federal research regulations, and the ability to coordinate complex proposal processes. You should be detail-oriented, comfortable advising researchers, and capable of managing competing priorities while maintaining accuracy and compliance.

• Bachelor's degree and at least 5 years of relevant grants and contracts experience, or an equivalent combination of education, training, and professional experience.

• Knowledge of federal rules and regulations governing research grants and contract activities.

• Experience supporting research proposal development, budget preparation, compliance reviews, and grant or contract submissions.

• Ability to interpret sponsor guidelines and institutional policies and apply them accurately throughout the proposal process.

• Strong financial and analytical skills, particularly in reviewing budgets, justifications, indirect costs, and supporting documentation.

• Proficiency in Microsoft Office Suite.

• Excellent organizational skills and the ability to manage multiple proposals, deadlines, and priorities simultaneously.

• Strong written and verbal communication skills, with the ability to advise principal investigators and collaborate with internal and external stakeholders.

• Ability to provide guidance to colleagues, coordinate team workloads, and contribute to consistent operational standards.

• High attention to detail and a commitment to accuracy, quality, and regulatory compliance.

Benefits

• Regular work-from-home flexibility, with the ability to commute to the university location when needed, sometimes on short notice.

• Opportunity to contribute to a leading academic research environment and support research funding initiatives.

• Collaboration with experienced research administration professionals and cross-functional academic teams.

• Commitment to equal employment opportunities and an inclusive working environment.

• Reasonable accommodations available for qualified individuals with disabilities throughout the recruitment process.

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