Pre-Award Research Administrator

Department: Col of Engineering and Computing

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: Salary starting in the low $60k, commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The function of the Research Administration team, in the Office of the Dean in the College of Engineering and Computing(CEC), is to support faculty in proposal submission, financial management and compliance of their research grants and contracts in an efficient manner and with a customer-service focus.

About the Position:

The Pre-Award Research Administrator is responsible for managing pre-award activities for an assigned portfolio of grants and contracts for departments or centers within the College of Engineering and Computing using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. The Pre-Award Research Administrator manages the day-to-day operations and objectives in support of the assigned portfolio, contributes information and ideas related to areas of responsibility as part of a cross functional team, and ensures effective and efficient workflow and adherence to quality standards for staff/program and self.

Responsibilities:

Sponsored Research

• Follows and adheres to processes and activities related to pre-award function;
• Performs pre-award activities for a department or center within the College of Engineering and Computing. Pre-award activities include, but are not limited to, assisting faculty/PI in the development, preparation, and submission of grant and contract proposals;
• Ensures all applications meet agency and university guidelines and published timetables and deadlines, including management of the Just-In-Time process; and
• Ensures proposals are entered and routed in a timely manner for further review. 

Pre-Award Support

• Confers with PI and Pre-award support staff at collaborating institutions to secure necessary subawards documents for proposals;
• Assists the PI in the development of budgets and budget justification which includes proofing the budget for inconsistencies and ensuring accuracy;
• Reviews budgets for consistency with sponsor, monitors compliance with agency and University regulations regarding submission;
• Verifies all financial information to include application of the appropriate overhead rate for the project;
• Advises the PI on administrative requirements in preparing proposal submissions;
• Advises PI on budget adjustments and revisions necessary to meet the sponsor requirements;
• Coordinates and reviews certain proposal elements (biosketches, current and pending, other support and facilities & resources) for consistency, accuracy, and completeness; and
• Reviews proposals for consistency with sponsor guidelines on budget, format, font size, page limits excluding narrative content (obtain and review sponsor guidelines). 

Proposal Processing

• Monitors and facilitates proposal process through the routing process in compliance with university procedures and institutional signatures. Obtains signatures as needed; and
• Monitors proposal status and advises PI on requirements and deadlines associated with research protection protocols. 

Other duties as assigned 

Required Qualifications:

• High school diploma or equivalent;
• Experience creating budgets and working with stakeholders on revisions as needed;
• Fundamental interpersonal skills in a professional environment;
• Proficient in the use of computers with a solid working knowledge of MS Office Suite (Word, Excel, PowerPoint);
• Skill in providing effective customer service; and
• Demonstrated ability to:
  • Analyze data and sponsor guidelines and formulate conclusions;
  • To learn changing technologies related to grants and contracts management;
  • To create high-quality written documents;
  • To proactively resolve issues in a timely manner; and
  • To work effectively under pressure and meet deadlines.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Experience in Sponsored Programs Administration or related field;
• Knowledge of:
  • Federal rules and regulations relating to research grant and/or contract activity;
  • University and College policies and procedures relating to grant and contracts activity; and
  • University and College processes, systems and offices related to and/or involved in grant and contract submission and management.

Instructions to Applicants: 

For full consideration, applicants must apply for Pre-Award Research 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/Letter of Intent with Resume for review.

Posting Open Date: May 30, 2025

For Full Consideration, Apply by:  June 13, 2025

Open Until Filled:  Yes

A Force for Innovation in the Heart of Northern Virginia’s Technology Corridor

About the College

The College of Engineering and Computing (CEC) at George Mason University is a fast-growing force for innovation in research and education. Ranked nationally in the top 100 in both undergraduate and graduate education, the CEC enrolled a record high of 10,933 students in fall 2023. The college has 34 undergraduate, master’s and doctoral degree programs including several first-in-the-nation offerings. Of its 320 full-time faculty, 93 are tenured, 77 are tenure-track, 90 are term faculty, and 60 are research faculty. As part of a nationally ranked research university, CEC research teams expended $65 million in sponsored research awards in the past year and had projects with over $119 million in current and anticipated awards. The college stands out for its leading research in areas such as artificial intelligence, data analytics engineering, cybersecurity engineering, biomedical imaging and devices, healthcare, autonomous systems,5G/Next G communications, systems architectures, computational biomedicine, advanced materials and manufacturing, sustainable infrastructure, and more. The college encourages and supports multidisciplinary research and provides ample opportunity for faculty to work with other disciplines.

About the University and the Region

George Mason University is the largest and most diverse public research university in Virginia, with an enrollment of more than 40,000 students studying in over 200 degree programs. Mason is an innovative, entrepreneurial institution with national distinction in a range of academic fields. It was classified as an R1 research institution in 2016 by the Carnegie Classifications of Institutes of Higher Education. The university has campuses in Fairfax, Arlington, and Prince William County. Its proximity to Washington, D.C. provides unmatched geographical access to federal agencies and national laboratories. Northern Virginia is also home to one of the largest concentrations of high-tech firms in the nation, providing excellent opportunities for interaction with industry. The region is consistently rated as being among the best places to live in the country and has an outstanding local public school system.

About the Future

In conjunction with Amazon’s decision to establish a second headquarters in Northern Virginia, the Commonwealth of Virginia announced a multi-year plan to invest in the growth of degree programs in computing. As a result, Mason has committed to accelerate its plans to grow its capacity in computing and high-tech fields. Among the university’s exciting initiatives are the launch of the Institute for Digital Innovation—a university think tank and incubator to serve the digital economy—and the expansion of Mason Square, home to its Arlington facilities. In 2025, Fuse a new 355,000 square foot building, will open to students, faculty, and research teams. This net-zero facility will house the Institute for Digital Innovation, state-of the-art classrooms, labs, and collaborative spaces. It will also include retail space, and easing opportunities for local businesses. These initiatives reflect hundreds of millions of dollars in new investment by Mason that will rapidly elevate the university’s already leading national position in computing and related areas.