Grants Administrator

Department: Office Rsrch Innov and Econ Impact

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

About the Department:

OSP is responsible for establishing and nurturing a dynamic environment which will maximize external funding for research, scholarly, and creative pursuits while ensuring that the university's financial, contractual, and regulatory exposures are minimized. OSP provides guidance and support to the university community in its research efforts and creates an administrative environment which fosters the creative process and ensures protection of the university's financial and contractual obligations.

About the Position:

In this pivotal role, you will drive the successful development of externally funded proposals, collaborating closely with University departments and faculty, as well as key offices such as Research Integrity and Assurance, and the Office of Sponsored Programs. Your expertise in research administration will be vital for navigating the complexities of grant and contract proposal development, ensuring that every aspect—from checklists to compliance—is handled with precision.

As a Grants Administrator, you will manage the day-to-day operations of an assigned portfolio of grants and contract proposals across various units at Mason, including colleges, departments, divisions, institutes, and centers. Your analytical skills and technical knowledge will enable you to implement best practices, streamline workflows, and ensure compliance with federal and university requirements, all while fostering a culture of excellence and innovation.

You will also play a key role in cross-functional collaboration, providing valuable insights and ideas that enhance our collective efforts. Your commitment to maintaining high-quality standards will not only support your team but also strengthen the University’s reputation for research excellence. Join us in shaping the future of our academic community through effective grants administration and strategic coordination!

Responsibilities:

Proposal Preparation and Submission

• Facilitates all aspects of proposal preparation and submission process to ensure proposals meet federal, sponsor, and university guidelines;
• Provides expertise on sponsor and university policies;
• Monitors the external regulatory environment related to sponsored funding; 
• Provides compliance checks and oversight for the University;
• Monitors accuracy of data for internal and external reporting;
• Ensures sponsor requirements and deliverables are met;
• Maintains a portfolio of active proposals;
• Makes initial contact with PIs/Depts in a timely manner;
• Reviews proposal guidelines to identify any concerns and to ensure proposals can be submitted by the due date;
• Reviews all proposal documents for compliance with external and internal requirements;
• Reviews and validates budget information. Ensures accuracy of documentation for audit purposes. Reviews and validates sub-recipients and/or consultants documentation;
• Maintains pre-award file in Research Administration Management Portal (RAMP) for each proposal; and
• Works with team members and Research Administration Manager to facilitate proposal submissions.

Manages Post Award Actions

• Manages post award actions of sponsored projects for assigned university units/centers, including modifications, no-cost extensions, re-budgets, PI changes, allowability questions, and other post-award related actions;
• Prepares modification requests, no-cost extension requests, PI changes, and other communications to sponsors in a timely and professional manner, following University and office procedures; and
• Assists with other post-award related actions as needed.

Manages Pre-Award Procedures

• Complies with all office pre-award procedures;
• Effectively utilizes grants management system (RAMP);
• Serves as a resource at times of high sponsored project activity to assist departments and faculty actions;
• Is knowledgeable of all University and OSP policies and procedures and/or where to locate them;
• Implements policies and procedures in daily activities; and
• Inputs all required data into RAMP accurately and in a timely manner to ensure compliance University requirements.

Maintains Communication with Sponsors and Faculty

• Maintains communication with sponsors and faculty to ensure timely compliance with all requests related to sponsored project activities;
• Responds promptly and professionally to questions and requests from Department staff, university faculty, or administrators regarding proposal and post award actions; and
• Facilitates communication with sponsors to resolve issues in a timely manner for pre-and post-award questions. 

Performs Additional Tasks As Needed

• Remains flexible, positive, and open to assist on special projects as required.

Required Qualifications:

• High school diploma or equivalent or any appropriate combination of relevant education and/or work experience may be considered;
• Some experience working on sponsored awards in a university, nonprofit, or private sector setting, especially concentrated work in grants and contracts management;
• Knowledge of federal rules and regulations relating to research grant and/or contract activity, of University policies and procedures relating to grant and contracts activity, and of University processes, systems and offices related to and/or involved in grant and contract submission and management;
• Ability to interpret and apply Federal, University, departmental and sponsor, policies. Fundamental interpersonal skills in a professional environment are required;
• Proficient use of computers with a solid working knowledge of MSOffice Suite (Word, Excel, PowerPoint); and
• Demonstrated ability to analyze data and formulate conclusions, to learn changing technologies related to grants and contracts management, to create high-quality written documents, to provide clear and concise oral communications, to proactively resolve issues in a timely manner, to effectively manage high-volume and complex transactions, to bring strong attention to detail and multi-tasking skills to the job, and to work well under pressure.

Preferred Qualifications:

• Bachelor’s degree in related field;
• Significant proven experience in grants and contracts management;
• Experience in university sponsored programs administration or related field is preferred. Extensive previous relevant experience or education will be considered;
• Additionally, the ability to work with the pre-award specialists in Departments and Units, as well as staff in other Research units, to solve problems, answer questions, and give guidance on pre-award activities and other grants management topics on a daily basis, and work with colleagues/team members to jointly solve questions and challenges in their daily work; and
• Excellent customer service orientation and deadline oriented.

Instructions to Applicants: 

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

Posting Open Date: October 3, 2024

For Full Consideration, Apply by: October 18, 2024

Open Until Filled:  Yes