Grants and Contracts Administrator/Senior Administrator

The Division of Pulmonary and Critical Care Medicine in the Department of Medicine at the University of Virginia seeks a full-time Senior Grants and Contracts Administrator or Grants and Contracts Administrator to work with the faculty researchers. The Grants and Contracts Administrator will provide pre-award, post-award or a combination of grants and contracts job duties in response to specific guidelines or terms and conditions. The individual will also manage the submission process of grant proposals and the reconciliation and administration of the award. Duties performed in coordination with principal investigators, administrator, and other staff members.

The candidate will manage multiple faculty grant portfolios; proposal submissions, monitoring activities and expenditures on research projects, and performing project closeouts, etc. The positions require strong communication skills as the candidates will be required, throughout the life cycle of the research grants, to work and collaborate with different entities and personnel within the University, such as, the Office of Grants and Contracts, the School of Medicine, Department of Medicine, the Office of Sponsored Programs, etc. Job responsibilities require strong organizational and problem-solving skills, attention to detail, and an understanding of research and administrative operations. Strong interpersonal skills are needed for effective communication with all parties.

Senior Grants and Contracts Administrators possess a comprehensive understanding of grants and contracts administration. They may function in a central unit, school, department, division, institute, or center. They advise faculty on long-term financial viability of a department or center given multiple grants and contracts from various sources with differing project end dates. They locate and identify sources of outside funding. They manage all aspects of the development of complex proposals and awards. Senior Administrators interpret guidelines, terms, and conditions, and provide advice accordingly. They submit and serve as signature authority for electronic proposals, and resolve issues to ensure timely and accurate delivery of information.

This position is hybrid and/or remote eligible.

Job responsibilities include:

• Advise faculty in the preparation and submission of proposals to a variety of sponsors in accordance with funding agency policies and the fiscal soundness of grant-supported centers.
• Collect required data in preparation of grant applications, renewals and grant reports.
• Prepare budgets specific to sponsor guidelines.
• Ensure proper set up and oversight of internally funded grants.
• Contact sponsors when there is a need for clarification on policies and procedures for grant preparation.
• Coordinate and review effort reporting.
• Conduct direct negotiations on behalf of the University with external sponsoring agencies.
• Supervise and train rising professionals in the grants and contracts arena.
• Provide financial forecasts for the research groups.
• Perform monthly grant expenditure reviews for accurate spending on research projects.
• Perform salary/effort costing allocations and adjustments in accordance with sponsor regulations.
• Participate in direct negotiations on behalf of the University with external sponsoring agencies.
• Establish, monitor and maintain subcontracts with national and international academic and industrial organizations.
• Review and approve external subcontract invoices and agreements.
• Monitor project progress; prepare progress reports in compliance with sponsor guidelines.
• Understand and interpret sponsor and university laws, policies and procedures governing research administration.
• Compile, analyze, and interpret complex data.
• Analyze situations, identify problems, and recommend solutions to faculty.
• Assist in the Division budgeting process by providing the faculty salary allocations and funding sources, anticipated grant submissions, and other information as requested.
• Perform detailed financial analysis of award spending and provide projections of future spending.
• Meet regularly with PIs and research groups to provide updates on award balances, spending, etc.
• Ensure the PI and research groups are aware of and utilizing correct awards for lab spending.
• Assist the PI with monthly spend certifications and resolve discrepancies, as needed.
• Identify and resolve errors on award spending in compliance with sponsor guidelines.
• Monitor total support picture for each PI, and ensure that effort commitments and salary are aligned with any exceptions approved and documented.
• In addition to the above job responsibilities, other duties may be assigned.

The successful candidate will demonstrate:

• Knowledge of grant funding policies and procedures and applicable local, state, federal and university regulations.
• Ability to provide technical advice and information to faculty and staff in area of expertise.
• Aptitude to oversee grant proposals and financial transactions.
• Strong interpersonal, communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to make administrative/procedural decisions and judgments.
• Aptitude to analyze budgetary line items for compliance with budget guidelines.
• Human relations, leadership skills, and the ability to function in a team environment required.
• Capacity to multi-task and work towards several objectives simultaneously on tight deadlines.
• Have a proactive mindset.
• Ability to solve moderately complex accounting and reconciliation issues.
• Microsoft Office (Word, Excel, PowerPoint, Outlook)

MINIMUM REQUIREMENTS:
Education: Bachelor's degree
Experience: Five years of grant and contract experience. Four additional years of experience may be accepted in lieu of degree.

Licensure: None

PREFERRED QUALIFICATIONS:

Experience: One year of experience in a clinical or research environment; One or more years of experience in pre- and post-award management.
Licensure: Certified Research Administrator (CRA) certification is preferred.

PHYSICAL DEMANDS
This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Application Process:

Please apply online, and search for R0068287. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs.' 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.

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 information regarding the position or the application process, please contact Lyndsay Thaxton, enn9zv@virginia.edu.

This position is restricted and is dependent upon project need, availability of funding and performance. This position will not sponsor applicants for work visas.

This is an exempt level benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits.

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

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.