Position Summary:

Serves as a primary resource for sponsored programs administration and provides comprehensive pre-award and post-award support to Principal Investigators (PIs), project teams, and organizational departments throughout the full lifecycle of sponsored projects. Supports proposal development, award setup, financial and administrative management, compliance, subaward and subcontract administration, reporting, and project closeout. Serves as a liaison between PIs, internal Office of Operations functions, and funding and awarding agencies to facilitate accurate, timely, compliant, and effective administration of sponsored projects. This position is primarily based at the organization's main City Island campus, with occasional travel to remote organizational locations, as needed, to perform assigned duties and provide operational support.

Essential Duties and Responsibilities:

Provides comprehensive administrative support to Principal Investigators and project teams throughout the full lifecycle of sponsored projects, from proposal development and submission through award closeout. Serves as a primary point of contact for assigned PIs and project teams regarding sponsored programs requirements, processes, deadlines, budgets, award terms, and administrative matters. Supports development and submission of grant and contract proposals, including review of funding opportunity requirements, application instructions, forms, budgets, budget justifications, timelines, and required supporting documentation. Reviews proposals and supporting materials for completeness, consistency, accuracy, and compliance with sponsor and organizational requirements prior to submission. Assists PIs and project teams in interpreting funding opportunity announcements, sponsor guidelines, application requirements, grant and contract language, and applicable terms and conditions. Coordinates with internal departments and Office of Operations staff to obtain required proposal documents, approvals, budgets, agreements, certifications, and other submission materials. Supports proposal submission and serves as a liaison with funding and awarding agencies regarding application questions, submission requirements, requests for additional information, and other pre-award matters. Reviews award notices, grant and contract agreements, amendments, modifications, and other sponsor communications to identify funding, budget, reporting, compliance, deliverable, and other administrative requirements. Coordinates award acceptance and project setup and ensures required information and documentation are established within organizational systems and records. Coordinates the opening of sponsored projects in organizational financial and administrative systems and coordinates with Accounting, Billing & Revenue, Accounts Payable, Procurement, and other Office of Operations staff to establish appropriate project structures, budgets, billing information, and financial processes. Maintains a working knowledge of grant and contract terms and conditions and monitors assigned projects for compliance with sponsor requirements, organizational policies, approved budgets, and applicable regulations. Reviews project budgets throughout the award lifecycle and works with PIs and project teams to monitor spending, identify variances, assess budget availability, and determine when budget adjustments or sponsor approvals may be required. Assists PIs with budget planning, revisions, no-cost extensions, carryforward requests, supplemental funding, amendments, and other changes to sponsored projects. Monitors project expenditures and financial activity and communicates potential issues, restrictions, unallowable costs, budget concerns, or other financial matters to PIs and appropriate internal staff. Coordinates with the Billing & Revenue Specialist during billing and revenue cycles to ensure sponsored project billing is supported by appropriate documentation, project activity, approved budgets, and sponsor requirements. Assists with resolving billing discrepancies, rejected or questioned costs, outstanding receivables, and other post-award financial matters in coordination with the Billing & Revenue Specialist and Accounting & Financial Specialist. Manages subawards and subcontracts issued to collaborating organizations or individuals, including preparation and processing of required documentation, coordination of agreements, monitoring of required reports and invoices, and maintenance of subaward records. Reviews subaward and subcontract invoices and supporting documentation for consistency with agreement terms, approved budgets, project activity, and required documentation and coordinates with PIs and appropriate internal staff to address questions or discrepancies. Maintains complete and organized sponsored project files, including proposals, award documents, amendments, budgets, correspondence, reports, subawards, contracts, invoices, approvals, and closeout documentation. Maintains project calendars, deadlines, reporting schedules, deliverable requirements, award terms, and other information necessary to support timely project administration. Assists PIs with preparation and submission of progress reports, continuation materials, financial information, closeout reports, and other sponsor-required documentation. Monitors award end dates, reporting deadlines, remaining balances, outstanding obligations, and other closeout requirements and initiates project closeout activities in a timely manner. Coordinates the closing of sponsored projects, including review of final expenditures, outstanding invoices, subawards, commitments, deliverables, reports, equipment or property requirements, and other sponsor-specific closeout requirements. Assists with month-end and year-end activities related to sponsored projects, including review of project balances, outstanding transactions, accruals, billing activity, and other financial information. Supports sponsored project audits and monitoring by maintaining required documentation, preparing requested records, researching transactions, and coordinating responses with PIs and internal departments. Provides guidance and training to PIs, project teams, and staff regarding sponsored programs policies, procedures, budget management, award terms, documentation requirements, and compliance. Assists with development, maintenance, and improvement of sponsored programs procedures, forms, templates, guidance materials, and internal controls. Identifies opportunities to improve sponsored programs workflows, systems, documentation, communication, and overall project administration. Maintains accurate records and ensures sponsored project information is consistently documented within applicable organizational systems. Performs other related duties as assigned.

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

403(b) Dental insurance Disability insurance Employee assistance program Employee discount Health insurance Health savings account Life insurance Paid time off Vision insurance

Work Location:

In person