Pre-Award Research Administrator

Since its inception in 1996, Virginia Commonwealth University College of Engineering has brought innovative, real-world engineering education to Central Virginia. Comprised of five different departments plus the Dean’s office, the College of Engineering enrolls approxiamately 2,000 undergraduate and 500 graduate students in several degree programs supported by about 600 full time, part time, and student employees. As part of a premier research university known for tenacity, love of the city, and commitment to diversity and access, the College of Engineering values the significant and positive impact of our people and ideas in the promotion of regional and global prosperity involving research. The Sponsored Programs Office within the College of Engineering is responsible for providing pre-award and post-award administrative and financial management for more than $30 million in sponsored research expenditures. To support the College’s goals of increased external research funding, we are seeking an experienced Pre-Award Research Administrator, with preferred Post-Award proficiency.This is a benefiited position with a flexible schedule, between 30 and 32 hours per week depending on the applicant.

The Pre-Award Research Administrator provides administrative support to faculty, researchers, and academic departments in the development and submission of externally sponsored research proposals. This position ensures compliance with sponsor, institutional, federal, and state regulations while facilitating the timely preparation and submission of competitive grant applications. The administrator serves as a key liaison among principal investigators (PIs), sponsors, and the university's Office of Research. The ideal candidate is able to work independently and collaboratively with team members, faculty, and external parties.

Specific duties include:

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  Prepare budgets for federal, non-profit, and industry sponsored project research proposals and, continuation/supplemental funding proposals.

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  Review, interpret, and apply sponsor and university guidelines for sponsored project research proposals. Review proposals for compliance in accordance with university and sponsor policies and guidelines. 

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  Clearly communicate sponsor and university policies, procedures, and requirements pertaining to sponsored project research proposals to faculty, staff, external collaborators, postdoctoral research associates, and students.  

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  Advise faculty and other research personnel on practical approaches for successful research proposal submissions.

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  Excellent organizational and interpersonal skills.

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  Request and review subaward proposal materials.

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  Prepare proposal budget and administrative forms in compliance with a sponsor’s guidelines.

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  Inform faculty and other research proposal personnel on issues pertaining to internal and external sponsored project submissions. 

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  Assist with completing and review for compliance Current and Pending/Other Support documents and Biographical Sketches.  

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  Ability to be precise, thorough, reliable, work independently, adapt to frequent changes in work assignments, and possess the ability to reason, think logically and analyze situations to achieve resolution of problems or concerns.

Minimum Qualifications

• Knowledge and work experience with sponsored project research proposal submissions. Must demonstrate pre-award knowledge and an interest and willingness to learn the requirements of this position and acquire additional professional expertise. 

• Experience drafting budgets and working with principal investigators on revisions as needed. 

• Knowledge and work experience with sponsored award related federal laws, rules, and regulations. 

• Demonstrated experience drafting clear budget justifications and other written materials, and accurate completion of administrative forms. 

• Aptitude for interpreting and applying university and federal policies, procedures, laws, and regulations to assigned sponsored projects. Knowledge of OMB cost principles and Uniformed Guidance 2CFR200. 

• Excellent computer skills using MS Office with an emphasis on Excel spreadsheets and using Gmail. Capacity to use a variety of online internal and external systems. 

• Excellent oral and written communication skills are required. Must have the ability to effectively and clearly answer inquiries of faculty, staff, and various customer groups (i.e., external sponsors). Ability to maintain effective communication with fellow sponsored program staff.

• Demonstrated ability to research, analyze, and evaluate all sponsor project budget data.

• Demonstrated ability to work in and foster an environment of respect, professionalism and civility with a population of faculty, staff, and students from all backgrounds and experiences, or a commitment to do so as a staff member at VCU.

Preferred Qualifications

• Bachelor's degree in a related field (or equivalent years of experience)

• 5 or more years of experience in pre-award support

• Post award management experience. 

• Experience with Engineering-relevant funding agencies including DoW(DoD), DOE, NSF and NIH. 

• Familiarity with related Commonwealth of Virginia laws, rules, and regulations.

• The College of Engineering supports a collaborative environment. The candidate will have experience fostering such an environment.