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: Salary 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: conduct unbiased communication research; help government agencies, civic organizations, professional associations, and companies apply social science research to improve their public engagement initiatives; and train students and professionals with the knowledge and skills necessary to improve public engagement with climate change. 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-$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 closeouts 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);
• Submits tuition grants as necessary;
• 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;
• Reviews labor allocations and manages the annual payroll certification process; 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:

• Sets up new awards by reviewing account parameters, billing/reporting requirements, budgets, and cost-sharing obligations.

Award Closeout:

• 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. Address residual balances or deficits, close accounts per university guidelines, and archive required documentation.

Other Duties as Assigned:

• Assists PIs with non-financial report submissions;
• Provides support in research activities. Supports compliance with export control, IRB, and IACUC requirements by assisting with protocol submissions, facilitating training notices, and ensuring proper documentation. Provides administrative support for human subject research and helps monitor ongoing compliance, particularly for projects involving international collaboration or ethical considerations; and
• Offers general administrative support, including donor communication, liaising with the Advisory Council, and event management for Mason 4C.

Required Qualifications:

• High school diploma or equivalent;
• Demonstrated experience with budget tracking, reconciliation, or compliance in financial or grant-related roles;
• Experience with customer service and direct communication with internal or external stakeholders;
• Knowledge of financial management principles, including budgeting, expense tracking, and compliance with financial protocols;
• Knowledge of or ability to learn and operate Banner Finance or similar financial management systems;
• Skill in adapting to complex electronic systems, with demonstrated capacity to learn and use new software tools relevant to financial and grant management;
• Skill in using Microsoft Office applications, particularly Excel, Word, and Outlook, for daily administrative and financial tasks;
• Ability to communicate effectively with diverse stakeholders, including faculty, staff, and university administrative offices;
• Ability to provide high-quality customer service, assisting faculty and staff in understanding and navigating financial and grant processes;
• Ability to work independently, demonstrating self-motivation and reliability in managing multiple grant administration tasks;
• Ability to maintain strong attention to detail in financial data entry, reporting, and compliance tasks; and
• Certified Research Administrator (CRA) designation or similar certification is preferred, indicating advanced proficiency in research financial management.

Preferred Qualifications:

• Bachelor’s degree in related field;
• 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 systems;
• Experience in federal and foundation grants management;
• Knowledge of federal regulations and compliance requirements for research grants and contracts, including cost principles and reporting standards;
• Knowledge of university policies and procedures related to sponsored research projects and grant management;
• Knowledge of grant and contract management best practices, particularly within an academic research setting;
• Skill in managing financial aspects of research grants, including award setup, monitoring, and closeout activities; and
• Ability to support research compliance processes, including familiarity with export control, IRB, and IACUC protocols.

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.

Posting Open Date:  December 17, 2024

For Full Consideration, Apply by:  January 13, 2025

Open Until Filled:  Yes