Job Summary

Woods Hole Oceanographic Institution (WHOI) is the world's leading, independent non-profit organization dedicated to ocean research, exploration, and education; it is dedicated to advancing knowledge of the ocean and its connection with the Earth system through a sustained commitment to excellence in science, engineering, and education, and to the application of this knowledge to problems facing society. We are located in Woods Hole, MA (on beautiful Cape Cod) walking distance to stunning beaches, bike paths, lighthouses, and island ferries. 

We are currently seeking a PreAward Analyst II to join the Grant and Contracts Services (GCS) team. The PreAward Analyst II works collaboratively with Principal Investigators (PIs), Department Administrators (DAs), department and technical staff, campus administrative offices, and funding agencies to support the WHOI research community in the review and submission of proposals, as well as negotiation of new awards. We are seeking an Analyst experienced with proposals and awards from major federal sponsors (familiarity with National Science Foundation, Department of Defense, and Department of Energy is a plus) as well with industry and foundation sponsors and someone who is interested in gaining experience with, or strengthening their abilities in, award negotiation.

Candidates should have 3 years of experience in research administration/grants management in an academic, academic medical center or research office setting involving interactions with individuals at all levels and experience providing high-level customer service as well as knowledge of federal and non-federal Research Administration/Grants Management. While we have a preference for someone with pre-award experience in a central sponsored programs office setting, we are open to candidates from other sponsored research backgrounds who are highly motivated to learn new skills and make an immediate and meaningful contribution to a growing team. This is a full-time, exempt position and is eligible for benefits. This position will have the option to be partially remote, fully remote, or fully on campus. This position reports to the Manager, PreAward Services.

Essential Functions

• In collaboration with the WHOI research community, facilitate the preparation and submission of funding proposals, ensuring appropriate Institutional approvals and conformance with all regulations, policies and guidelines;
• Serve as liaison between and among PI’s, DA’s, funding agencies and campus administrative offices;
• Provide expertise on all relevant federal rules, guidelines, policies and regulations relevant to pre-award activities and develop, in partnership with GCS, Finance, and legal colleagues, internal policies, guidelines, business processes, procedures and training to support compliance with these federal rules, guidelines, policies and regulations, i.e., Uniform Guidance, FAR clauses, NSF PAPPG, etc.;
• Work with Manager, PreAward Services to coordinate related activities with the offices of CFO, Deputy Director VP Science & Engineering, research compliance, general counsel, technology transfer, and development to ensure compliance with the financial and contractual responsibilities of proposal submission and award administration;
• In collaboration with Manager, PreAward Services compile statistics and other data for reports from WHOI and funding agency systems;
• Provide expertise on all relevant federal rules, guidelines, policies and regulations relevant to proposal review and submission;
• Reviews proposals to ensure compliance with agency and institutional guidelines, regulations, and policies. Provides faculty and administrators with application preparation information, analyzing possible solutions to problems that arise using standard procedures;
• Provides review and approval of all proposal submissions prepared by departmental and unit grants personnel and routed through ERA and funding agency systems; communicate issues to Department/PI and work to resolve them prior to submission;
• Reviews and provides institutional endorsement for proposals/applications and Just-in Time (JIT) requests, including revised budgets, compliance (IRB, IACUC, export control, etc.), Other Support documentation, any other documentation or post-submission materials requested by the agency prior to an award;
• Confirms appropriate evidence of internal approval that commitments (cost sharing, matching, space) made in proposals can be honored, to help protect the institution from the inability to meet proposal requirements and to protect the University and PI from potential claims that might arise resulting from work proposed or completed under a sponsored project;
• In collaboration with Manager, PreAward Services develop and deliver trainings, workshops and other activities that assist the WHOI research community to improve skills in the area of proposal preparation, contract/grant acquisition, and overall administration of sponsored programs;
• Engage and assist Manager, PreAward Services with pre-award-related software implementation and upgrades; provide recommendations for modifications and improvements; provide insight into potential areas of risk and/or compliance requirements; inform users of system enhancements and changes;
• Negotiate and endorse contracts and agreements from a variety of sponsors, including federal and state agencies, private foundations, and industry sponsors;
• Reviews, interprets, and negotiates contract and grant terms to determine compliance and/or conflict with federal regulations and procedures;
• Knowledge of and coordination with post-award to support high-quality service throughout the sponsored research life cycle.
• Engage in other duties and responsibilities as appropriate to advancing the mission of the Institution.

Non-Essential Functions:

Performs other duties as assigned.

Education & Experience

Education:        

• Bachelor’s degree with or equivalent combination of education and experience

Experience/Skills/Abilities:        

• 3‐5 years of direct experience in research administration/grants management in an academic, academic medical center or research office setting involving interactions with individuals at all levels and experience providing high-level customer service;
• 3 years pre-award departmental or central research administration/grants management experience;
• 3 years of experience in reading, analyzing, interpreting, reviewing, and negotiating complex proposals and awards including Federal Awards (grants, contracts, cooperative agreements) including diverse funding agencies and sponsors such as NSF, ONR, and DoD;
• Ability to demonstrate professional behavior;
• Comprehensive knowledge of federal and non-federal Research Administration/Grants Management in a pre-award setting in a department, central office or non-profit setting;
• Working knowledge of sponsored research-related compliance and guidance regulations including OMB Circulars (UG), FAR Clauses, and NSF Proposal and Award Policies and Procedures Guide (PAPPG);
• Working knowledge of standard concepts, practices, and procedures related to Federal Contracts;
• Demonstrated ability to:
  • use Microsoft Office suite and Adobe PDF;
  • use Electronic Research Administration (ERA) systems (Streamlyne, Kuali, Coeus, etc.);
  • work independently, proactively and flexibly;
  • utilize spreadsheet and database software to review and analyze more complex proposal and award budgets;
  • create and follow written and verbal instructions;
  • manage multiple priorities and prioritize competing priorities in a fast-paced, deadline-driven environment;
  • effectively balance customer service with regulatory compliance and ensure WHOI remains compliant with all terms and conditions of proposals and awards;
  • communicate and work effectively and collegially in a team environment;
  • communicate effectively and efficiently in writing and verbally;
  • work with both detailed and broad guidance, seeking out answers using available resources and synthesize/ communicate information to team and customers;
  • analyze complex and/or ambiguous situations, identify workable solutions and potential outcomes, and implement solutions;
  • be proactive and flexible and demonstrate good judgment and decision-making skills;
• Strong organizational, time management and interpersonal skills;
• Demonstrated commitment to excellence in customer service and performance with the ability to interact and collaborate with diverse internal and external constituents.

Preferred:

• Certified Research Administrator (CRA)
• 5 years directly-related preaward departmental or central research administration/grants management experience in an academic, academic medical center or research office setting involving interactions with individuals at all levels and experience providing high-level customer service;
• Experience reviewing complex federal proposals and awards (grants, contracts, cooperative agreements) such as NSF, ONR, and DoD;
• Extensive knowledge of federal and non-federal post-award research administration/grants management in a department, central office, or non-profit setting;
• Ability to create, review, analyze, interpret, and synthesize complex data;
• In-depth knowledge of sponsored research-related compliance and guidance regulations including OMB Circulars (UG), FAR Clauses, and NSF Proposal and Award Policies and Procedures Guide (PAPPG);
• In-depth knowledge of standard concepts, practices, and procedures related to federal contracts.

Physical Requirements

This position is mostly sedentary in nature. The occupational requirements for this position are the ability to work with and around other individuals as well as alone, vision, hearing and talking. Physical duties are subject to change. All are welcome to apply.