Budget and Grants Administrator

Department: Col of Humanities and Soc Science

Classification: Financial Svcs Specialist 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 04

Salary: Maximum salary range between $50,000-$60,000, commensurate with education and experience

Criminal Background Check: Yes

Financial Background Check: Yes

About the Department:

The mission of the Center for Climate Change Communication (4C) is to develop and apply social science insights to help society make informed decisions that will stabilize the earth's life-sustaining climate and prevent further harm from climate change. To achieve this goal, we engage in three broad activities: we conduct unbiased communication research; we help government agencies, civic organizations, professional associations, and companies apply social science research to improve their public engagement initiatives; and we train students and professionals with the knowledge and skills necessary to improve public engagement with climate change. George Mason 4C is an academic research center crafted as a ‘think-and-do tank.' We perform cutting-edge social science research on public understanding and climate communication and apply our research findings in the public sphere through a variety of programs and educational initiatives.

About the Position:

The Center for Climate Change Communication (4C) at George Mason University is seeking a highly organized Budget and Grants Administrator to support our research center. This position offers a salary range of $50,000 to $60,000, commensurate with education and experience. The position, funded equally by the College of Humanities and Social Sciences (CHSS) and external sources, assists in pre-award, post-award, and overall grant and research administration services. The position aids in grant and contract management, processing budget adjustments, financial reporting, compliance monitoring, and award setup and closeout to ensure adherence to university, state, federal, and sponsor guidelines. Reporting to the Finance and Operations Manager, this role collaborates closely with faculty, project teams, and administrative offices to facilitate efficient research operations. Key responsibilities include regular reviews, reconciliation of award finances, preparing budget adjustments, and providing high-quality customer service to faculty members. The Budget and Grants Administrator coordinates with the CHSS Dean's Office and the Office of Sponsored Programs to ensure effective and compliant management of research projects.

Responsibilities:

Award Activity Processing:

• Coordinates and adjusts payroll for budgeted positions, including cost-sharing and funding changes;
• Reviews, reconciles, and adjusts award expenditures and budgets (processing JVs as needed);
• Tracks and monitors petty cash and any revenue transactions;
• Coordinates No-Cost Extensions, carryover, and re-budgeting requests;
• Manages all purchasing (equipment over $5K and consultants);
• Facilitates invoice approvals for subcontractor payments; and
• Ensures appropriate effort allocation per federal and university guidelines.

Proactive Award Management:

• Oversees budget, reporting, and compliance through the grant or contract lifecycle;
• Communicates with PIs on budget and expense adjustments;
• Reviews direct expense activities for award allowability and allocability; and
• Monitors compliance with university, state, sponsor, and federal requirements.

New Award Administration and Award Closeout:

• Sets up new awards by reviewing account parameters, billing/reporting requirements, budgets, and cost-sharing obligations;
• Ensures timely closeout of funded projects following university procedures; and
• Coordinates with PIs, project teams, and the Office of Sponsored Programs to reconcile final expenditures, prepare reports, and ensure all deliverables are submitted; and
• Address residual balances or deficits, close accounts per university guidelines, and archive required documentation.

Other Duties as Assigned:

• Assists PIs and supports research activities;
• Supports compliance with export control, IRB, and IACUC requirements by assisting with protocol submissions, facilitating training notices, and ensuring proper documentation; and
• Offers general administrative support.

Required Qualifications:

• Bachelor's degree in related field, or equivalent combination of education and experience;
• Demonstrated experience with budget tracking, reconciliation, or compliance in financial or grant-related roles;
• Demonstrated experience and knowledge of financial management principles, including budget tracking, reconciliation, or compliance in financial or grant-related roles;
• Strong organizational, problem solving, and project management skills;
• Familiarity with Banner Finance, MicroStrategy, or similar financial management system; and
• Demonstrated proficiency with Microsoft 365 Apps for Enterprise (e.g., Outlook, Teams, SharePoint, Word, Excel) to support routine administrative and financial functions, including data tracking, reporting, scheduling, and document management.

Preferred Qualifications:

• Master’s degree in related field;
• Certified Research Administrator (CRA) designation or similar certification (CPRA, CFRA), indicating advanced proficiency in research financial management;
• Experience in grants and contracts administration, preferably within a university or research institution (typically 2 years);
• Experience in managing research grants; award setup to closeout, including experience with compliance requirements;
• Hands-on experience with Banner Finance or other university financial system;
• Experience in federal and foundation grants management;
• Experience in grants coordination, research administration, or similar roles in academic, governmental, or nonprofit settings; and
• Demonstrated experience in managing budgets and financial aspects of research funding, including award setup, monitoring, and closeout activities.

Instructions to Applicants: 

For full consideration, applicants must apply for the Budget and Grants Administrator at https://jobs.gmu.edu/. Complete and submit the online application to include three professional references with contact information, and provide a cover letter and resume for review.

Posting Open Date:  June 18, 2025

For Full Consideration, Apply by:  July 4, 2025

Open Until Filled:  Yes