Research Administrator, Pre-Award III

Accountabilities

As a senior member of the research administration function, you will manage pre-award activities for an assigned portfolio while providing operational guidance and supporting collaboration across the team. Your responsibilities will include:

Team Coordination and Operational Support

Support the day-to-day activities of a team of Pre-Award Specialists.

Monitor workload distribution and raise capacity or operational concerns to the Research Administration Services Director.

Provide guidance and practical support to team members as appropriate.

Coordinate with the Director on pre-award activities, issue resolution, and workload management.

Collaborate with the Post-Award team lead to organize inter-team meetings and strengthen coordination between pre-award and post-award functions.

Promote efficient workflows and ensure that team and individual activities meet established quality standards.

Contribute expertise and recommendations as part of cross-functional research administration initiatives.

Grant and Contract Proposal Management

Manage pre-award activities for an assigned portfolio of grants and contracts within the research administration unit.

Support faculty and principal investigators (PIs) throughout the development, preparation, and submission of grant and contract proposals.

Ensure applications comply with sponsor requirements, institutional policies, published submission schedules, and deadlines.

Manage Just-In-Time requests and ensure proposals are entered and routed promptly for further review.

Coordinate with PIs and pre-award contacts at collaborating institutions to obtain required sub-award documentation.

Assist PIs with budget development and budget justifications, reviewing submissions for accuracy, completeness, and inconsistencies.

Review budgets against sponsor requirements and institutional regulations, verifying financial information and applying the appropriate indirect cost or overhead rates.

Advise PIs on administrative submission requirements, budget adjustments, and revisions needed to meet sponsor guidelines.

Coordinate and review proposal components, including biosketches and facilities and resources documentation, to ensure accuracy and completeness.

Review proposals for compliance with sponsor formatting and submission requirements, including budget rules, font specifications, page limits, and other application instructions.

Monitor proposals throughout the institutional routing process, ensuring compliance with university procedures and obtaining required institutional approvals and signatures.

Track proposal status and advise PIs on deadlines and requirements related to research protection protocols.

Collaborate effectively with central research offices, schools, departments, divisions, and other stakeholders to facilitate successful proposal submissions.

Perform additional related responsibilities as required.

Requirements

The ideal candidate brings substantial experience in research grants and contracts administration, a strong understanding of federal research regulations, and the ability to coordinate complex proposal processes. You should be detail-oriented, comfortable advising researchers, and capable of managing competing priorities while maintaining accuracy and compliance.

Bachelor's degree and at least 5 years of relevant grants and contracts experience, or an equivalent combination of education, training, and professional experience.

Knowledge of federal rules and regulations governing research grants and contract activities.

Experience supporting research proposal development, budget preparation, compliance reviews, and grant or contract submissions.

Ability to interpret sponsor guidelines and institutional policies and apply them accurately throughout the proposal process.

Strong financial and analytical skills, particularly in reviewing budgets, justifications, indirect costs, and supporting documentation.

Proficiency in Microsoft Office Suite.

Excellent organizational skills and the ability to manage multiple proposals, deadlines, and priorities simultaneously.

Strong written and verbal communication skills, with the ability to advise principal investigators and collaborate with internal and external stakeholders.

Ability to provide guidance to colleagues, coordinate team workloads, and contribute to consistent operational standards.

High attention to detail and a commitment to accuracy, quality, and regulatory compliance.

Benefits

Regular work-from-home flexibility, with the ability to commute to the university location when needed, sometimes on short notice.

Opportunity to contribute to a leading academic research environment and support research funding initiatives.

Collaboration with experienced research administration professionals and cross-functional academic teams.

Commitment to equal employment opportunities and an inclusive working environment.

Reasonable accommodations available for qualified individuals with disabilities throughout the recruitment process.