Grants Management Specialist

2 weeks ago

Williamsburg, Virginia, United States InsideHigherEd Full time
Position Number:

01390W

Position Title:

Grants Management Specialist

Employment Category:

Full Time Operational

Department:

358100 Office of Sponsored Programs

Unit Mission Statement:

The Office of Sponsored Programs (OSP) collaborates with researchers throughout the institution to optimize their chances of successfully securing and managing external funding.

OSP achieves this by overseeing all facets of proposal submissions, offering extensive knowledge and expertise in both pre-award and post-award services, ultimately acting as stewards for the institution's comprehensive research initiatives.

Position Summary:

The Office of Sponsored Programs (OSP) is seeking candidates for the role of Grants Management Specialist.

OSP is responsible for managing all pre-award and post-award functions related to external funding applications and grants received. The Grants Management Specialist aids researchers in the preparation and submission of research proposals, ensuring the responsible management of financial resources, and confirming adherence to all federal, state, institutional, and award-specific regulations and guidelines.

Key responsibilities of the role include:

  • Assessing proposal requirements and agency-specific stipulations, assisting principal investigators in developing proposal budgets, obtaining subcontract/sub-award documentation, and ensuring all administrative prerequisites are fulfilled prior to final submission.
  • Updating the database to reflect received awards, establishing accounts in the financial system, loading award budgets, and consistently monitoring the financial status.
  • Timely preparation and submission of invoices, cash requests, and financial reports.
  • Overseeing the close-out process once an award concludes, ensuring all reports—both financial and technical—are submitted to the sponsor and retaining all necessary records.

Conditions of Employment:
  • This position may require additional hours beyond the standard work day/week to accommodate evolving business needs.
  • This position may involve occasional travel.
Essential Designation:

No

FLSA:

Exempt

Position Restricted?:

Yes, the appointment is limited due to funding availability

Position Term:

12 month - Continuing

Required Qualifications:
  • Bachelor's degree in a relevant field or an equivalent combination of education and experience.
  • Experience in accounting, finance, or research administration.
  • Demonstrated experience with an automated financial or accounting system.
  • Strong understanding of federal, state, and sponsor regulations related to grants and contracts.
  • Proficient in various computer applications, including advanced knowledge of automated accounting/financial systems.
  • Ability to thrive in a fast-paced environment, work independently, resolve issues effectively, and exercise sound judgment in decision-making.
  • Excellent oral and written communication skills, capable of engaging with a diverse audience (e.g., senior faculty researchers, technical staff, students, departmental fiscal personnel, and representatives from external agencies).
  • Strong organizational skills, with a proven ability to manage multiple priorities concurrently under tight deadlines.
Preferred Qualifications:
  • Bachelor's degree in accounting, finance, business, or a closely related field.
  • Experience in sponsored programs administration at a higher education institution.
  • Familiarity with Banner or Workday (finance/accounting module) and/or Cayuse.
  • In-depth knowledge of federal regulations governing grants/contracts, including 2 CFR 200 and Federal Acquisition Regulations (FAR), with the ability to interpret guidelines, regulations, and complex documents while applying policies and procedures.
  • Strong proficiency with web-based proposal, payment, and awards management systems.
  • Knowledge of state university policies.
  • Advanced knowledge of university accounting systems is advantageous.

Remote Work Eligibility:

Hybrid (works remotely at least 1 day per week but not full-time)

Remote Work Disclaimer:

Remote work eligibility is not guaranteed and is subject to approval based on the employee's potential for success in a remote work arrangement and the supervisor's capacity to manage remote workers.

Advertised Pay Range:

Up to $75,500; $5,000 Sign-on bonus; and $3,000 relocation stipend available

Benefits Summary Statement:

William & Mary provides a comprehensive benefits package, including retirement plans, health insurance with options for expanded dental and vision, group and optional life insurance for dependents, flexible spending accounts, and an Employee Assistance Program (EAP).

Employees also enjoy additional university benefits such as educational assistance, professional development opportunities, wellness benefits, and a generous holiday schedule. Access to fitness facilities on campus and university libraries is also available.

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