Pre Award Administrator

Position Focus:

Reporting to the Associate Director of the Yale School of Public Health (YSPH) Pre-Award Team, the Associate Administrator provides direct professional support and guidance in the administration of international and domestic grants, contracts, and related funds to faculty and staff in an assigned portfolio of departments. The Associate Administrator will also work closely with the Director of Finance and Post Award Lead Managers on the timely submission of federal and private progress reports. This position will be responsible for the supervision of all aspects of the Pre-Award team and will provide high levels of client satisfaction through strong relationship management efforts.

Proven ability to advise and guide faculty seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. Serve as the primary source of expertise to ensure proposals meet sponsor requirements, regulatory compliance, University, State and Federal policies. Ensure proposals are submitted accurately and according to appropriate deadlines.

Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, external sponsors, the Office of Sponsored Projects (OSP), international collaborators and other key stakeholders. Advise faculty and staff through the navigation of changes in sponsor requirements. 

Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission.

Working with the Associate Director, supervise a pre-award team of 4.5 clerical and technical employees. Recommend, develop and maintain best practices and oversee quality improvement of the grants management process. Review portfolio assignments periodically across the pre-award team and make appropriate adjustments as needed. Review and analyze client interactions, current processes, and submission quality. 

Review grant/contract proposals, progress reports as well as NIH Just-In-Time submissions; consult with appropriate managerial staff on any exceptions to University policy, including indirect rates, etc. Ensure required information is entered into the appropriate data/tracking systems.

Review terms and conditions on proposal solicitations and award documents. Analyze and evaluate awarded proposals, contracts, and subcontracts for compliance with specific funding agencies, meeting federal, state and university requirements, prepare acceptance documentation prior to Award phase. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including complex international subcontracts.

Analyze and understand complex information from multiple sources including international subcontractors, funding opportunity announcements, funding interest matches and submission procedures in order to transmit proposals to OSP. Obtain and communicate information/advise on sponsor electronic research processes and procedures.

Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates.

Partner with OSP in working with sponsors on matters of proposal submission. Serve as a backup to leadership as needed. May perform other duties as assigned.

Essential Duties

1. Advise and guide faculty and administrators seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. The Grants Administrator is the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines. 2. Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders. Guide faculty and staff through changes in sponsor requirements. 3. Play a key role in the development and continuous improvement of the grants management process. Review and analyze client interactions, current processes, and submission quality. Make recommendations for and participate in the implementation of changes as appropriate. 4. Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission. Facilitate an effective transfer of grants and contracts when Principal Investigators start at Yale. 5. Review and prepare grant and contract proposals; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, indirect rates, etc. Ensure all required information is entered into the appropriate data systems. 6. Review terms and conditions on proposal solicitations and award documents. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including subcontracts, clinical trials and State agreements to ensure conformity with University policies. Approves and submits grant proposals in accordance with delegated authority. 7. Analyze and understand complex information from multiple sources including funding opportunity announcements, funding interest matches, and submission procedures in order to transmit proposals to OSP that result in a high first pass rate. Obtain and communicate information on sponsor electronic research processes and procedures. 8. Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates. 9. Partner with OSP in working with sponsors on matters of proposal submission. 10. May serve as backup to leadership and assist with training and development of team members. 11. Perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree and four years of related professional/managerial work experience or equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent communication skills, both verbal and written, with demonstrated organizational skills.

Required Skill/Ability 2:

Demonstrated superior customer service ability.

Required Skill/Ability 3:

Ability to work well under deadline pressures without sacrificing accuracy or customer service.

Required Skill/Ability 4:

Ability to handle a complex portfolio of work in an intensive multi-tasking, entrepreneurial environment. Knowledge of accounting principles, budgeting federal and non-federal grants.

Required Skill/Ability 5:

Knowledge of accounting principles and exceptional attention to detail. Well-developed analytical and problem-solving skills.

Preferred Education, Experience and Skills:

Knowledge of Yale financial & administrative policies as well as grant & contract procedures. Familiarity with electronic proposal systems (IRES). Proven experience creating complex budgets & working with international collaborators. Knowledge of one of the following: federal, state & sponsor regulations & guidelines pertaining to contract & grant administration. 

Weekend Hours Required?

No

Evening Hours Required?

No

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.