Grant Administrator - Pre-Award

Embry-Riddle Aeronautical University
Florida, United States
Salary Not Specified
May 28, 2021
Employment Type
Full Time
Job Description

Embry-Riddle Aeronautical University's Office of Sponsored Research is growing and adding a new Grant Administator to the team. The Grant Administrator will manage pre-award activities for an assigned portfolio of grants within the Office of Sponsored Research unit using knowledge of grant management rules and regulations, technical expertise, and analytical skills. This position will act as a trusted partner with principle investigators to coordinate the pre-award process to include: planning, developing, and preparing grant proposals for submission. The incumbent will assist with budget preparation and justification, meeting sponsor requirements and certifications. Successfully manage cost share and subrecipient agreements and set up as needed. Track progress and drive to meet deadlines for assigned proposals. Perform data entry in proposal and award systems. Submit proposals and negotiate acceptable terms to finalize awards. The pre-award grant administrator will partner with the investigator and the sponsor to successfully and seamlessly transition the project to the post-award team.

Responsible for providing guidance to principal investigators regarding compliance related to federal and private grant administration. This includes compliance with internal policies and procedures, OMB and other government rules and regulations, and sponsoring agency terms and conditions.

This position requires collaboration with internal and external stakeholders on grant applications. The incumbent will provide clear and concise communication to all stakeholders across the university and externally with sponsors.

Responsibilities include the following:

Manage proposal submissions for government and private research grants, including:

  • Provide guidance, support and assistance to principal investigators with proposal development and coordinate submission. This can involve proofreading for all grant materials to ensure agency compliance.
  • Project budget creation and review. Develop and negotiate sub-awards.
  • Perform compliance review of all proposals for adherence to university, agency, and federal requirements.
  • Interpret agency regulations.
  • Ensure that all ERAU information included within the proposal is accurate and complete
  • Serve as authorized organizational representative to submit proposals to funding agencies according to program guidelines.
  • Serve as liaison among Grants Administration, PIs, University departments, campuses and external funding organizations during the pre-award phase through to successful transition to the Post-award administrator.
  • Maintain a working knowledge of laws, regulations, and policies that affect research grant administration and compliance.
  • Maintain a positive research environment and infrastructure.

Maintain grant records:

  • Maintain complete and accurate files of grant proposal activity
  • Input complete and accurate electronic data into university system
  • Coordinate the acceptance of new awards:
  • Negotiate terms and conditions of awards
  • Review award instrument for university acceptance
  • Work directly with accounting to facilitate cost center set up

Coordinate other activities, special reports, projects and other related duties as assigned. Raise potential concerns involving grant budgets, administration, compliance issues and other key issues regarding grant administration and compliance. Recommend improvements for internal processes and practices and work collaboratively with the team to make changes.

  • At least one year of grants management experience or at least three years of experience working in a highly regulated financial or technical role.
  • Bachelor's degree; Master's preferred
  • Experience with other FAA or sponsors who support aeronautical research (NASA, NSF) a plus.
  • Excellent attention to detail, outstanding customer service and impeccable communication skills are required for this position.
  • Pre-award management experience or demonstrated experience with managing multi-part contracts or technical documents.
  • The ability to manage a high volume of work and competing deadlines in a fast-paced, deadline-driven work environment.
  • Comfort working remotely and using tools to facilitate remote work, e.g., Teams, Zoom.
  • Comfort with business systems that hold financial and administrative information, such Oracle or Workday.
  • Proficiency with Microsoft Word and Excel, with particular regard to Excel formulas.
  • Effective analytical and problem-solving skills.
  • Experience using electronic pre- and post-award systems such as Workspace, NIH ASSIST, and NSF Fastlane/ preferred

Required skills, knowledge, abilities:

Demonstrated experience making independent decisions, researching, analyzing, and solving problems. Experience working effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities. Ability to develop new systems or procedure to resolve problems and facilitate workflow. Excellent interpersonal skills and proven experience working both independently and as an effective team member. Experience in research administration and working knowledge of laws, regulations, and policies affecting research grant/contract acquisition and compliance. Knowledge of budgeting and budget development. Analytical skills with an in depth knowledge of information systems and technical expertise with Microsoft operating systems, Access, Excel, PowerPoint, Word, Outlook/email, and Internet end-user applications. Excellent oral and written communication skills. Discretion in dealing with sensitive and confidential information.

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