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Pre & Post Award Research Administrator
Woods Hole Oceanographic Institute
Massachusetts, USA
Posted on Tuesday, April 16, 2024
Pre & Post Award Research Administrator
- Job ID
- 2024-2325
- Category
- Administrative
- Type
- regular
- Location : Location
- US-MA-Woods Hole
Job Summary
Woods Hole Oceanographic Institution (WHOI) is seeking a Pre- and Post-Award Administrator to work in the Physical Oceanography (PO) Department. This is a regular, full-time, exempt position, and is eligible for full benefits. The Administrator will be responsible for working with Principal Investigators (PIs) and staff to manage pre- and post-award processes. Administrative support and financial management will include working with a portfolio (PIs), working on the full lifecycle of awards from proposal submissions through post-award activities, and ensuring compliance with agencies and institutional regulations, policies, terms, and conditions. Working within a world-renowned organization, the work is fast-paced and complex and requires excellent organizational, critical thinking, problem-solving, and interpersonal skills. A preference will be given to those who have experience working closely with federally funded scientists in an academic research environment.
Essential Functions and Responsibilities
- Provides key support for the department in working on the full lifecycle of grants and contracts: preparing proposals for submission to overseeing aspects of post-award management.
- Prepares proposal submissions to agencies for federal grants and contracts, as well as WHOI internal awards; with guidance from PO Grant and Contract Lead and Pre-Award Specialist, coordinates all aspects of the proposal submission.
- Transitions funded grants and contracts from pre- to post-award in an organized and collaborative process working with departmental, institutional, and central office staff.
- Conducts an initial review of awards; Ensures they are correctly assigned and helps ensure oversight of the award compliance and deliverables.
- Generates instructions and corresponding detailed guidelines for the full lifecycle of the award and maintains contact with each Principal Investigator.
- Assists in monitoring award budget status and identifies spending patterns within those awards; keeps track of possible issues with charges and alerts responsible counterparts. Reconcile sponsored project expenses against financial systems, track cost share expenses, and forecast budget balances.
- Facilitates set-up of subrecipient agreements: monitors execution, invoicing, compliance, and reconciles accounts.
- Works on Current and Pending reports used in proposals and uses the government-required system (SciENcv).
- Assists with the management & monitoring of post-award activities for a portfolio of PIs, including prior approvals, review of award modification requests, and possible contract funding shifts.
Education & Experience
REQUIRED QUALIFICATIONS EDUCATION
Bachelor’s degree with 3‐5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.
EXPERIENCE, SKILLS, ABILITIES
- Ability to function as a team member while taking initiative and ownership of assigned duties and projects. Self-motivated and proactive in resolving issues, with the ability to multi-task and prioritize workload.
- Strong customer service focus with the ability to interact and collaborate with diverse internal and external constituents.
- Demonstrated critical thinking skills. Ability to read, analyze, interpret, negotiate, and manage complex documents, federal contracts, and agreements. Strong project management skills are desired.
- Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.
- Experience supporting scientists and engineers in the areas of federal and non-federal contract administration. Knowledge and experience working with diverse funding agencies and sponsors. Familiarity with the Department of Energy is preferred.
- Knowledge of research administration methodologies, practices, and policies, including federal regulations and statutes.
- Highly proficient in budgeting and reporting using Microsoft Excel. Strong analytical skills are a plus.
- Demonstrated intermediate/advanced level proficiency with the use of Microsoft Office applications (e.g. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (Workday) on PC and/or Macintosh platforms.
- Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.
- Demonstrated interpersonal, written, and verbal communication skills.
- Aptitude and interest in learning new systems and databases.
- Demonstrated ability to produce and maintain accurate data and records.
- Ability to work independently as well as in a team environment to provide solutions for improved workflow of tasks related to a large and diverse scientific community.
Physical Requirements
No pre-determined physical requirements; all candidates are encouraged to apply.
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WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially. Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email eeo@whoi.edu for assistance.
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