Associate/Senior Associate, Grants & Contracts

Albert B Sabin Vaccine Institute Inc; United States; Remote; USD 60,000 - 80,000; Full time

Job summary

Albert B Sabin Vaccine Institute Inc is seeking an Associate/Senior Associate, Grants & Contracts for a fully remote role in the United States. You will support the full contracting lifecycle, maintain records, draft agreements, and coordinate actions across Global Immunization and Operations teams.

The role emphasizes strong organizational skills, attention to detail, and the ability to work independently while collaborating with colleagues across geographic distances.

Qualifications

• Experience: Associate: 1+ years; Senior Associate: 4+ years relevant experience in grants and contracts administration, business operations, project coordination or related area.
• Proficiency with Microsoft applications (Excel, Outlook, PowerPoint, Teams, Word, SharePoint), Adobe Acrobat, and internet research.
• Experience using Salesforce, Smartsheet, or comparable database, workflow, or project management systems to maintain accurate records; direct experience with one or both of these platforms preferred.

Responsibilities

• Maintain grants and contracts records and prepare draft agreements and related documents.
• Coordinate contract actions, track deadlines, and follow up to completion.
• Provide contract management support across Sabin with focus on GI and Operations teams; manage procurements and subcontract agreements.
• Assist with contract closeout and lifecycle from pre-award through closeout.
• Generate reports and perform data entry as requested.
• Provide guidance to subcontractors, consultants, and staff; support funder reporting with program teams.

Skills

Communication skills

Attention to detail

Organizational skills

Independent work

Cross-functional collaboration

Tools

Salesforce

Smartsheet

SharePoint

Adobe Acrobat

Excel

PowerPoint

Outlook

Word

Teams

Job description

All Jobs > Associate/Senior Associate, Grants & Contracts

Associate/Senior Associate, Grants & Contracts
Fully Remote Remote Worker - US Only

Description

Reports to: Senior Manager, Grants & Contracts

Location: Remote Work, US Only

Why Sabin:

Our mission is to make vaccines more accessible, enable innovation and expand immunization across the globe. We seek a future free from vaccine-preventable diseases. We are an innovative, collaborative, and engaged team that values accountability, teamwork, partnership and driving impact. We are vaccine champions improving lives through immunization. Sabin staff, management and the Board of Trustees are committed to ensuring that fairness, integrity, and opportunity remain at the core of how we operate.

Position Summary:

Interested in seeing how global health programs move from funding to implementation? The Associate/Senior Associate, Grants & Contracts offers a broad view of Sabin’s work, including exposure to Global Immunization and Research & Development. In this role, you will support the agreements, systems, financial processes, and compliance activities that help keep our programs moving forward. This hands-on opportunity is ideal for a professional who is looking to build or deepen a career in global health by applying strong administrative, coordination, strategic-thinking, and problem-solving skills. Deep technical expertise in vaccines is not required. We are looking for someone who is curious, highly organized, eager to learn, and comfortable managing important details across a varied portfolio. Working closely with the Senior Manager, Grants & Contracts, the Associate/Senior Associate supports the full contracting lifecycle and helps ensure alignment with organizational and funder requirements. Responsibilities include maintaining accurate grants and contracts records, preparing draft agreements and related documents, coordinating contract actions, and tracking deadlines and follow-up items through completion.

Key Responsibilities

• Support the Senior Manager, Grants & Contracts, with the development and maintenance of grants and contracts systems infrastructure, with particular responsibility for keeping Smartsheet, Salesforce, and related records current and accurate
• Assist with the ongoing assessment and improvement of existing systems and the implementation of new systems, with a focus on optimizing efficiency
• Provide contract management support across Sabin, with a focus on the Global Immunization (GI) and Operations teams; responsibilities include conducting procurements, managing technical reviews and evaluations, drafting subcontract agreements, supporting negotiations, and assisting with contract closeout. Provide support throughout the full contract lifecycle, from pre-award through closeout
• Support the execution of contract documents and maintain Sabin’s grants and contracts systems, including filing documentation, preparing contract summary sheets, and tracking related deadlines and follow-up actions
• Assist with tracking and processing incoming contractor invoices
• Perform data entry and generate reports as requested
• Provide contract-related guidance and support to subcontractors, consultants, and staff
• Provide input to GI Program teams in support of recurring funder reporting, including compiling relevant agreement, payment, and deliverable information from grants and contracts systems
• Assist with reviewing budgets and planning documents to ensure they meet contractual requirements
• Other administrative duties as assigned

Requirements

• Experience: Associate: 1+ years; Senior Associate: 4+ years relevant experience in grants and contracts administration, business operations, project coordination or a related area
• Demonstrated proficiency with Microsoft applications (Excel, Outlook, PowerPoint, Teams, Word, and SharePoint), Adobe Acrobat, and internet research
• Experience using Salesforce, Smartsheet, or comparable database, workflow, or project management systems to maintain accurate records is required; direct experience with one or both of these platforms is strongly preferred
• Excellent communication and diplomacy skills, including active listening, writing, and speaking
• Strong attention to detail and the ability to manage complex tasks, process information efficiently and accurately, analyze information, solve problems, and work independently
• Highly organized, dependable, adaptable to changing priorities, and able to prioritize competing demands to meet deadlines in a fast-paced environment
• Strong interpersonal skills, with the ability to work across the organization and build strong relationships with colleagues across geographical distances
• Ability to listen carefully to feedback and comments and adapt plans and actions accordingly
• Interest in furthering Sabin’s mission
• Strong service orientation

Other

• Subject to a criminal background investigation
• Request for three professional references
• Verification of education/degrees

Work Authorization

This position is not eligible for visa sponsorship. Candidates must be authorized to work in the United States without employer sponsorship.

Sabin’s philosophy is to ensure fair, unbiased, equitable, competitive compensation and benefits. Using benchmarking and salary survey data, the annual salary for this position ranges from $60,000 - $80,000. The exact compensation may vary based on skills, experience, training, and certifications/degree. As a grant-funded organization, Sabin actively seeks funding for existing and new programs.

Sabin provides a comprehensive benefits package for eligible, featuring medical, dental, and vision coverage as well as flexible spending accounts. Eligible employees enjoy flexible vacation leave, sick leave, and both short-term and long-term disability options. The organization observes 10 federal holidays plus an end of the year winter break. Additionally, Sabin offers an employer matching 401(k) plan.

Sabin is an Equal Opportunity Employer. All applicants will be considered for employment without attention to their race, color, religion, national origin, ancestry, age, disability or genetic information, sex (including gender identity, pregnancy or sexual orientation), marital status, veteran status, or any other characteristic protected by applicable federal, state or local laws.