Federal Grants & Operations Specialist (Startup)

Ultrasonium; Woburn (MA); On-site; USD 70,000 - 100,000; Full time

Benefits offered by this job

Equity incentive

Flexible work arrangements

Direct access to founding team

Job summary

Ultrasonium is seeking an operations-minded professional to oversee federal grant and contract administration, vendor procurement, HR support, and executive assistance for the founding team. You will coordinate registrations, reporting, invoicing, and audit-ready documentation, while ensuring compliance across an active awards portfolio.

The role requires strong written and verbal communication with government agencies and vendors, plus on-site work in Woburn, MA as the Cambridge office opens

Qualifications

• 2+ years of administrative, operations, or grants administration experience.
• Experience with federal grant or contract administration (NSF, DOD, DOE, or similar).
• Strong organizational and time management skills; able to track multiple awards and deadlines.

Responsibilities

• Own federal grant and contract administration across active awards and new applications, including registrations, reporting, invoicing, compliance tracking, and audit-ready documentation.
• Support proposal preparation and submission for SBIR/STTR/BAA solicitations and monitor opportunities for leadership.
• Provide executive support to the founding team: calendar management, scheduling, travel, and correspondence.
• Manage procurement: obtain quotes, place orders, track deliveries, and reconcile invoices for lab supplies and services.
• Support HR, onboarding, finance, and office operations as needed.
• Take on special projects as the funding portfolio grows.

Skills

Grants administration

Communication

Time management

On-site work readiness

Tools

Google Workspace

Microsoft Office

Job description

Ultrasonium is seeking an operations-minded professional to oversee federal grant and contract administration, vendor procurement, HR support, and executive assistance for the founding team. You will coordinate registrations, reporting, invoicing, and audit-ready documentation, while ensuring compliance across an active awards portfolio.

The role requires strong written and verbal communication with government agencies and vendors, plus on-site work in Woburn, MA as the Cambridge office opens