Pre & Post Award Research Administrator
Woods Hole Oceanographic Institution
- Woods Hole, MA
- Permanent
- Full-time
- 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.
- 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.