Pre-Award Administrator

Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Departmental Pre-Award Administrator to work within the Applied Ocean Physics and Engineering (AOPE) Department. This is a regular, full-time, exempt position, and is eligible for full benefits. Preference is for an on-site presence, but remote options will be considered for strong candidates.

Job Description

Reporting to the Pre-Award Manager, in support of a portfolio of Principal Investigators (PI’s) and maintaining a strong working relationship with the Grant and Contracts Services (GCS) Office, this position will be responsible for preparing proposals for submission, and collaborating with GCS on award set up and subawards for a portfolio of PI’s. The Department is a unique collection of scientists, engineers, technical support personnel and students conducting research into ocean processes from the surf zone to the abyssal depths. Our engineers design a wide array of instruments, vehicles, and observing systems, developing cutting-edge technology for scientific and US Navy applications.

The ideal candidate has excellent analytic, problem solving and interpersonal skills as demonstrated by working closely with federally funded scientists and engineers in an academic research environment. Knowledge and experience working with both grants and contract submissions, and a broad spectrum of funding agencies, foundations, and industry sponsors is a plus.

Essential Functions

• Manages & monitors pre-award activities for a portfolio of PI’s, 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.
• Assists with developing budgets and justifications that align with the needs of
  
  

the projects and comply with federal regulations; verifies 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.
  
  

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.
• Working knowledge of Federal OMB Uniform Guidance (2 CFR 200) and Federal Acquisitions Regulations (FAR), as well as export controls such as ITAR / EAR.
  
  

Experience, Skills, Abilities

• 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.
• 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.
• 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 Federal Acquisition Regulations (FAR/DFAR), 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, InfoEd, etc.), ERP systems (OneSolution, PeopleSoft, SAP, etc.)
  
  

Additional Job Requirements

WHOI accepts applications on a rolling basis - applications will be reviewed as they are received, and we encourage you to submit your application as soon as possible to ensure full consideration. While we will continue to review applications until the position is filled, and early applicants may have an advantage in the selection process.

Affirmative Action/EEO Statement

Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.