Faculty & Pre Award Coordinator

University of Pittsburgh; Pittsburgh (Allegheny County); On-site; USD 55,000 - 85,000; Full time

Job summary

University of Pittsburgh seeks a Faculty & Pre Award Coordinator to support health sciences facilities and research administration. The role involves coordinating monthly billing inputs, handling complex calendars, preparing meeting materials, and serving as the primary liaison among faculty, students, and central offices.

Includes grant prep, biosketch maintenance, and submission support for sponsored projects.

Qualifications

• Requires Bachelor's degree and 2+ years of experience in administration or research support.
• Experience with grant administration and pre-award processes preferred.
• Ability to coordinate multiple priorities and manage confidential information.

Responsibilities

• Provides administrative support to faculty leadership and research programs.
• Serves as liaison among faculty, students, collaborators, and university offices.
• Coordinates calendars, meetings, events, documents, and deadlines.
• Supports grant applications, biosketches, letters of support, and sponsor requirements.
• Assists with subcontract processes, budgets, and project management plans.

Skills

Organizational skills

Attention to detail

Discretion

Independent judgment

Multi-tasking

Education

Bachelor's Degree

Tools

PERIS

Job description

Job Description - Faculty & Pre Award Coordinator (26006312)

Faculty & Pre Award Coordinator

Health Sciences Core Research Facilities - Pennsylvania-Pittsburgh - ( 26006312 )

Coordinates monthly billing activities with program, finance, and University administrative teams. Tracks required inputs, follows up on outstanding items, and ensures billing packages are complete and submitted on schedule. Requires excellent organizational skills, attention to detail, discretion, independent judgment, and the ability to manage multiple concurrent priorities. Provide day to day administrative support including complex calendar management, scheduling, meeting coordination, agenda preparation, distribution of meeting materials, and documentation of action items. Serve as the primary administrative liaison among faculty, students, trainees, collaborators, departmental personnel, central University offices, grants administration, finance teams, and external stakeholders. Coordinate onboarding and ongoing administrative support for graduate students, trainees, and other members of the faculty member’s research activities. Assist with preparation and submission of foundation, institutional, and other sponsored proposals in coordination with University pre award offices. Collect, organize, format, and maintain biosketches, curricula vitae, current and pending support documents, facilities and resources information, institutional attachments, letters of support, collaborator documents, and other proposal materials. Review proposal materials for completeness, formatting, consistency, and sponsor requirements. Maintain proposal calendars and communicate internal and sponsor deadlines. Assists with laboratory time keeping.

Job Summary

Supports business operations by analyzing multiple, complex requirements. Assesses current practices, collects information, and analyzes industry trends to determine organizational objectives. Designs new projects/programs and makes recommendations to improve systems. Prepares technical reports, analyzes data, and creates visualizations.

Essential Functions

Provides comprehensive administrative and research support to faculty leadership and associated academic, research, and operational programs. Serves as liaison among faculty, students, collaborators, central University offices, research administration, and operational teams. Coordinates calendars, meetings, events, documents, communications, proposal materials, and recurring administrative deadlines.

Supports preparation of foundation and other grant applications by collecting and formatting institutional documents, maintaining biosketches and investigator materials, coordinating letters of support, monitoring submission requirements, and working with University pre award personnel. Provides administrative support for the faculty member’s participation as Principal Investigator, Co Principal Investigator, or Co Investigator on sponsored projects. Acts as point person for the core facilities under the Health Sciences Core Research Facilities (HSCRF) for inquiries and for team members as pertains to grants, contracts, and University guidelines. Reviews submissions for compliance and advises on administrative requirements. Prepares proposal elements and monitors proposal status. Collaborates to manage the subcontract process. Develops budgets, budget justifications, and project management plans. Works in PERIS to submit grant applications.

Physical Effort

Sitting and standing for long periods. Bending and lifting to put away supplies. Walking around campus when necessary. Working under standard office an lab lighting. Reading small print.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.

Assignment Category Full-time regular

Job Classification Staff.Business Analyst III

Job Family Finance & Procurement

Campus Pittsburgh

Minimum Education Level Required Bachelor's Degree

Minimum Years of Experience Required 2

Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule Monday - Friday, 8:30 a.m. - 5:00 p.m.)

Work Arrangement On-Campus: Teams that work on campus, in an office, or in a lab.

Hiring Range TBD Based Upon Qualifications

Relocation Offered No

Visa Sponsorship Provided No

Background Check For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances Not Applicable

The University of Pittsburgh is an equal opportunity employer / disability / veteran.