Pre-Award Research Administrator

Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Pre-Award Research Administrator.

This is a regular, full-time, exempt position, and is eligible for full benefits.

This position offers flexibility in work arrangements; while the preference is for onsite/hybrid presence, fully remote options are available for qualified candidates.

Reporting to the Pre-Award Manager, this role supports a portfolio of Principal Investigators (PIs) engaged in research.

The successful candidate will build and maintain strong working relationships with the Grants and Contracts Services (GCS) Pre Award team throughout the Pre Award process.

This position requires excellent analytical, problem-solving, and interpersonal skills, demonstrated through close collaboration with federally funded scientists and engineers in an academic research environment.

Experience with both grant and contract submissions, as well as familiarity with a wide range of funding agencies, foundations, and industry sponsors, is highly desirable.

The internal title will be Administrative Associate I or Administrative Associate II.

Job Description

Essential Functions

• Manages & monitors pre-award activities for a portfolio of PIs, including review of funding opportunities, preparation & submission of proposals, and award set up.
• Critically evaluates proposal solicitations to identify proposal components, compliance requirements, and due dates.
• Establishes deadlines to ensure compliance with the Department and GCS policies and procedures for proposal submissions.
• Communicates policies and procedures to internal and external customers and works collaboratively to facilitate the proposal preparation, review, approval and submission process.
• Prepares federal, non-federal, and internal research funding proposals, including grants, contracts, cooperative agreements and subawards working closely with principal investigators (PIs), sponsors, and relevant internal and external contacts.
• Develop budgets and justifications that align with the needs of the projects and comply with federal regulations; verify all financial information to include application of the appropriate rates.
• Coordinates and reviews standard proposal elements (biosketches and facilities & resources information) for consistency, accuracy, and completeness.
• Initiates electronic applications in different web-based proposal submission portals and uploads relevant documents to complete grant applications.
• Monitors and facilitates proposal process through workflow routing process in compliance with Institutional procedures.
• Serves as a PI liaison with sponsors, fostering ongoing relationships.
• Knowledgeable in applicable sponsor rules, regulations and policies.
• Prepares and submits documents in an accurate and timely manner.
• Cultivates relationships and communicates regularly with research administration officials at collaborating institutions.
• Coordinating with post-award managers when necessary for an accurate transition from a budgeted to an approved award utilizing the departments' monitoring mechanisms; disseminating information about the award terms and proactively participating in rebudgeting and re-submission to agencies efforts as necessary.
• REQUIRED QUALIFICATIONS

EDUCATION

Bachelor's degree with 3 ‑ 5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.

EXPERIENCE, SKILLS, ABILITIES

• 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 ability to multi-task and prioritize workload.

• Experience supporting scientists and engineers in the areas of federal and non-federal research administration.

Knowledge and experience working with a broad spectrum of funding agencies, foundations, and industry sponsors.

• Experience with developing complex budgets and justifications that align with the project and comply with federal regulations
• 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, and manage complex documents and agreements.
• Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.
• Demonstrated knowledge of research administration methodologies, practices, and policies, including Code of Federal Regulations (CFR), conflict of interest requirements, publication rights, export controls, application of indirect cost rates and other complex concepts in research administration.
• Demonstrated intermediate level proficiency with the use of Microsoft Office applications (i. e. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, Info Ed, etc.), ERP systems (Workday, People Soft, SAP, etc.) on PC and/or Macintosh platforms.
• Ability to cultivate relation
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