Sponsored Programs Administrator

Title: Sponsored Programs Administrator

Location: Remote Work - Virginia

time type

Full time

job requisition id

JR101335

Job Description:

 

Job Requisition:

JR101335 Sponsored Programs Administrator (Open)

 

Job Posting Title:

Sponsored Programs Administrator

 

Department:

CC00810 VIMS1 | DEAN | Office of the Dean and Director

 

Job Family:

Staff - Fiscal Administration

 

Worker Sub-Type:

Regular (benefited)

 

Job Requisition Primary Location:

Remote Work - Virginia

 

Primary Job Posting Location:

Remote Work - Virginia

 

Job Description Summary:

The mission of William & Mary’s Batten School of Coastal & Marine Sciences & Virginia Institute of Marine Science (VIMS) is to seek and broadly communicate knowledge in marine and coastal science to the Commonwealth of Virginia, the nation, and the world through research, education, and advisory service. The Batten School & VIMS make seminal advances in understanding coastal and marine systems through research and discovery, translate research findings into practical solutions to complex issues of societal importance, and provide new generations of researchers, educators, problem solvers, and managers with an education of unsurpassed quality.

Virginia Institute Marine Science (VIMS) Office of Sponsored Programs (OSP) is charged with management of all award activities associated with extramural funding which supports the institution’s tri-partite foci of research, education, and advisory service.

The Sponsored Programs Administrator is responsible for managing the full lifecycle of externally funded research and sponsored projects, including proposal development, submission, award review, and post-award administration. This position serves as a key liaison between faculty, staff, and external sponsors to ensure compliance with federal, state, institutional, and sponsor regulations and guidelines. The administrator provides guidance on budget preparation, contract terms, and reporting requirements while supporting the strategic growth of the institution’s research portfolio.

 

Job Description:

Core responsibilities of the position include:

• Reviews sponsor guidelines for proposal preparation.

• Assists investigators in preparing proposal budgets to reflect full effort and cost of proposed research.

• Verifies any cost-sharing as required by the sponsor.

• Works with partnering institutions to secure necessary subcontract and/or sub-award documentation.

• Prepares sponsor-related administrative forms.

• Prepares and reviews final proposal package to ensure all administrative requirements have been met, including securing any regulatory compliance approvals.

• Submits final proposal to the sponsor.

• Review award terms and conditions, including budgets, reporting requirements, and compliance obligations.

• Serves as liaison between investigators, campus departments, and external sponsors.

• Prepare, review, and/or coordinate timely submission of required programmatic and financial reports to sponsors.

• Ensures records retention in accordance with required timelines.

• Provides training and outreach to faculty and staff regarding sponsored programs policies and procedures.

 

Salary- Up to $75,000.00 commensurate with experience

 

Required Qualifications:

 

Education:

• Bachelor’s degree in a related field. 

• Experience in research, research administration, or related field. 

• Knowledge of federal, state, and sponsor rules and regulations related to grants and contracts. 

• Proven ability to work in a fast-paced environment, independently, resolve issues effectively and exercise sound judgment when making decisions. 

• Oral and written communication skills with the ability to communicate with a varied constituency (e.g., researchers, technical staff, students, departmental fiscal personnel, and representatives from external agencies). 

• Organizational skills, with the demonstrated ability to successfully manage multiple priorities concurrently with competing deadlines. 

 

Preferred Qualifications:

 

• Related experience in sponsored programs administration at an institution of higher education. 

• Experience using Workday and/or Cayuse. 

• Knowledge of federal regulations governing grants/contracts including 2 CFR 200 (Uniformed Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) and Federal Acquisition Regulations (FAR), with the demonstrated ability to interpret guidelines, regulations and complex documents and apply policies and procedures. 

• Strong proficiency with web-based proposal, payment and awards management systems (e.g., Research.gov, Grants.gov) or other similar web-based applications is highly desirable. 

• Knowledge of Commonwealth of VA state university policies. 

• Strong proficiency in a variety of computer applications to include advanced knowledge of university accounting systems is a plus. 

 

Conditions of Employment:

This position is subject to additional hours beyond the typical workday/week, with occasional travel.

 

Job Duties:

60% - Pre-Award Services:

• Assists Investigators (PI/I) in the preparation of proposal submissions to external agencies.

• Reviews and adjusts budget documents ensuring full effort and cost of the proposed research.

• Ensures formatting requirements are congruent with agency expectations, include matching requirements if appropriate, and follow accepted internal budget and accounting practices.

• Review proposed work statements for clear and concise presentation, ensure that proper documentation for collaborative arrangements is included, and identify any compliance issues.

• Prepare and review final proposal package to ensure all sponsor guidelines have been met prior to submitting to the sponsor.

• Review award documents for clauses that conflict with governing Virginia law, inflict onerous or unreasonable administrative and/or scientific burdens or are disadvantageous to the interests of the institution and/or researcher.

• Modify terms with sponsors as required and confirm any necessary regulatory compliance approvals have been secured prior to submitting to the Institute’s AOR for signature.

• Prepare any necessary subcontracts to other institutions prior to submitting to the Institute’s AOR for signature.

• Ensure any necessary subcontract documentation from other institutions has been received prior to submission to sponsor.

• Remain current with proposal submission procedures for each the funding agencies in assigned portfolio.

 

20% - Post Award Services:

• Review incoming contract/award documents for compliance with federal, state, institutional, and Uniform Guidance guidelines prior to approval and signature by the AOR.

• Review and approve/disapprove quarterly time and effort plans to ensure that personnel effort costs are accurately reported for each project.

• Monitor project end dates and send 90-day notifications to PIs and fiscal personnel alerting them of the upcoming end date.

 

20% - Closeout:

• Project closeout should begin 90 days prior to the end date of the project to ensure compliance and determine the need for any extension.

• Coordinate with fiscal personnel to process any expenditure journal vouchers or personnel recasts/re-allocations.

• Submit final programmatic and financial reports.

 

Salary: $65,000-$75,000 commensurate with experience

 

Additional Job Description:

 

Job Profile:

JP0177 - Financial Specialist II - Exempt - Salary - S10

 

Qualifications:

 

Compensation Grade:

S10

 

Review Date:

Position Restrictions:

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.