Pre & Post Award Research Admin

Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Pre- and Post-Award Administrator to work in the Marine Chemistry & Geochemistry (MC&G) Department. The Administrator will be responsible for working with Principal Investigators (PIs) and staff managing pre- and post-award processes. Administrative support and financial management will include working with a portfolio (PIs), working on the full lifecycle of awards from proposal submissions through post-award activities, and ensuring compliance with agencies and institutional regulations, policies, terms, and conditions. Working within a world-renowned organization, the work is fast-paced and complex and requires excellent organizational, critical thinking, problem-solving, and interpersonal skills.

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

Job Description

Essential Functions & Duties

• Prepares proposal submissions to agencies for federal grants and contracts, as well as WHOI internal awards. With guidance from the PO Grant and Contract Lead and Pre-Award Specialist, coordinates all aspects of the proposal submission.
• Works on Current and Pending reports used in proposals and utilizes the government-required system (SciENcv).
• Provides key support for the department by managing the full lifecycle of grants and contracts, from proposal preparation to overseeing aspects of post-award management.
• Transitions funded grants and contracts from pre- to post-award, working in an organized and collaborative process with departmental, institutional, and central office staff.
• Conducts initial review of awards to ensure correct assignment, oversight of award compliance, and monitoring of deliverables.
• Assists in monitoring award budget status, identifies spending patterns, and alerts responsible counterparts about possible issues with charges. Reconciles sponsored project expenses against financial systems, tracks cost-share expenses, and forecasts budget balances.
• Generates instructions and detailed guidelines for the full lifecycle of the award, maintaining regular contact with each Principal Investigator.
• Assists with the management and monitoring of post-award activities for a portfolio of Principal Investigators, including prior approvals, review of award modification requests, and managing possible contract funding shifts.
• Facilitates the set-up of subrecipient agreements, monitors execution, invoicing, compliance, and reconciles accounts.
  
  

Required Experience & Education

• Bachelor’s degree.
• 3-5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.
• Experience supporting scientists and engineers in the areas of federal and non-federal contract administration. Knowledge and experience working with diverse funding agencies and sponsors.
• Knowledge of research administration methodologies, practices, and policies, including federal regulations and statutes.
• Demonstrated critical thinking skills. Ability to read, analyze, interpret, negotiate, and manage complex documents, federal contracts, and agreements.
• Strong customer service focuses on the ability to interact and collaborate with diverse internal and external constituents.
• Expert-level proficiency in MS Office Suite, including advanced Excel functions for budgeting, financial reporting, and data analysis.
• Demonstrated intermediate/advanced level proficiency with ERA systems (Kuali, Streamlyne, InfoEd, etc.) and ERP systems (Workday) on PC and/or Macintosh platforms.
• Ability to work independently as well as in a team environment to provide solutions for improved workflow of tasks related to a large and diverse scientific community.
• 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 the ability to multi-task and prioritize workload.
• Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.
• Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.
• Demonstrated interpersonal, written, and verbal communication skills.
• Aptitude and interest in learning new systems and databases.
• Demonstrated ability to produce and maintain accurate data and records.
  
  

Preferred Experience & Education

• A preference will be given to those who have experience working closely with federally funded scientists in an academic research environment
• Strong analytical skills – proven data analysis and visualization experience
• Project Management experience and/or certification
• Familiarity with the Department of Energy
  
  

Additional Job Requirements

Physical Requirements

• Lifting/carrying less than 25lbs
• Moderately sedentary
  
  

Travel

• Occasional travel may be required for onsite meetings, but it is not a regular requirement of the position.
  
  

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.