Grants & Contracts Administrator, School of Engineering and Applied Science

The SEAS Research Administration within the School of Engineering and Applied Science at the University of Virginia seeks motivated candidates to support the full lifecycle of sponsored projects as a Grants and Contracts Administrator . This position provides both pre-and post-award research administration services, which may include but is not limited to proposal preparation and submission, budget development and monitoring, compliance support, financial management, projections, reporting coordination, and non-funded agreement initiation.

The Administrator will work as part of a team and under guidance to manage proposal submission and post-submission activities related to research and sponsored projects, including federal grants, foundation grants, industrial contracts, and internal funding applications. They will also provide post-award administration support, including award funding review, budget monitoring, projections, financial reconciliation, effort and compliance management, reporting coordination, award closeout, and similarly related tasks.

This position will work closely with various stakeholders across the University and the School to provide high quality customer service for research faculty and staff. The incumbent should be able to work collaboratively in a team unit, as well independently with minimal supervision. They will possess effective communication skills, and be able to interact professionally with faculty and staff. They will be adaptable and a quick learner, exhibiting strong attention to detail, analytical acumen, intellectual curiosity, and creativity, as well.

Responsibilities

- Work with faculty and staff to develop proposal budgets in accordance with specific sponsor guidelines, gather supporting documentation, and prepare administrative components of grant applications,
- Advise faculty and research staff on sponsor guidelines, proposal requirements, submission strategies, and funding agency policies throughout the proposal development process,
- Manage the grant proposal submission process, including completing sponsor-required forms, assembling proposal packages, uploading materials to sponsor systems, and coordinating timely and compliant submissions,
- Communicate directly with sponsors to clarify policies and procedures related to grant preparation,
- Monitor the central pre-award mailbox and assist with daily operations to support timely and efficient pre-award administration,
- Review award terms and conditions to ensure compliance with sponsor and University requirements,
- Monitor sponsored project expenditures and budget activity to ensure allowability, allocability, reasonableness, and compliance with sponsor regulations,
- Reconcile project accounts, review financial transactions, and assist with correcting accounting discrepancies,
- Provide guidance to faculty and staff regarding projections, post-award financial management, effort allocation, rebudgeting requests, no-cost extensions, and other award modifications,
- Assist with preparation and submission of financial, progress, and closeout reports in coordination with faculty and central offices.

In addition to the above, other duties may be assigned.

Minimum Qualifications:

Education: Bachelor's degree required. An associate's degree and at least two years of relevant experience may be considered in lieu of the required degree.
Experience: None.

Licensure: None.
Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job occasionally requires traveling some distance to attend meetings and programs.

Preferred Qualifications:

Education: Bachelor's degree in a related field of study.

Experience: Previous relevant work experience in a grants and contracts and/or research administration role in a higher education environment, including:

- Familiarity with complex federal sponsors such as NSF, NIH, DoD and DOE,
- Demonstrated knowledge of proposals, including non-FDP subsidies, such as universities, foreign entities, or industry subs,
- Demonstrated knowledge of budgeting by tasks, and with proposals for federal contracts or OTAs that may require small business subcontracting plans,
- Proficiency in Microsoft Office Suite (Word, Excel, and Outlook), as well as familiarity with Huron, ResearchUVA, and/or Workday Finance.

Licensure: Certified Research Administrator (CRA) certification or similar.

Anticipated salary range is $60k - $65k annually , commensurate with education and experiences.

This is an exempt, benefited position.  For more information on the benefits at UVA, visit   hr.virginia.edu/benefits . This position is located in Charlottesville, VA, and may provide an option to work in a hybrid environment up to 2-3 days per week after completing all required onboarding and training.

For more information about UVA and the Charlottesville community please see  http://www.virginia.edu/life/charlottesville  and  https://embarkcva.com/ .

This position  will not  be able to provide consideration for candidates who require sponsorship at this time. The University will perform background checks on all new hires prior to employment.

Application review will begin after September 28 and may continue until the position has been filled.

How to Apply

Please apply  online , and search for  R0087689. Complete an application online with the following documents:

- Resume
- Cover letter

Upload all materials into the resume submission field; multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

Internal applicants:  Search and apply for jobs on the  UVA Internal Careers website .

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required.

For questions about this position and the School of Engineering Pre-Award team, please contact Na Ren at [email protected] .

For information regarding HR practices and the application process, please contact Lyndsay Thaxton at [email protected].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment .