Post Award Associate - Subawards

Commonwealth of VA Careers; Blacksburg (VA); Hybrid; USD 55,000 - 67,000; Full time

Job summary

Virginia Tech, Office of Sponsored Programs, seeks a detail‑oriented Post Award Associate to manage receipt and payment processing of subaward invoices within 30 days. You will coordinate with faculty, departments, and Post Award associates to ensure timely payments and accuracy against award terms.

The role requires careful invoice review, PI approvals, and data entry in Hokiemart and the Award Management System, with an emphasis on timely closeouts and encumbrance management.

Qualifications

• Experience with bookkeeping, accounting practices, and/or budgeting.
• Demonstrated experience and/or education with emphasis on accounting, finance, or government/business regulations and accounting practices.
• Proficient with general office software, such as word processing, spreadsheets, and email platforms, as well as document management tools.
• Highly organized with the ability to manage and track multiple tasks simultaneously.
• Ability to communicate effectively.

Responsibilities

• Receive and process subaward invoices within 30 days of receipt.
• Verify invoices against grant terms and secure PI approval for payments.
• Process payments in Hokiemart and load packages to the Award Management System.
• Track pending approvals to ensure prompt pay requirements.
• Ensure proper closeout documents are received and applied to the Award Management System; confirm PI acknowledgement of work completed.
• Release encumbrances and close subawards in the Subaward Database when final payments are processed.

Skills

Bookkeeping

Accounting practices

Budgeting

Communication

Organization

Education

Accounting/Finance education

Tools

MS Word

MS Excel

Email platforms

Document management tools

Job description

Job Description

Reporting to the Post Award Team Lead in the Office of Sponsored Programs (OSP) at Virginia Tech, the Post Award Associate will be responsible for receipt and payment processing of subaward invoices received in OSP within 30 days of receipt. The position will work closely with University faculty, Departments and Post Award Associates to ensure timely payment of invoices. The position reviews invoices for acceptability against terms of award, secures principal investigator approval, processes payment using Hokiemart procurement system, loads completed package to the Award Management System and sends the invoice to the controller’s office for payment processing. Tracking and follow-up of pending approvals is required to ensure prompt pay requirements. Final invoice process requirements include verifying proper closeout documents are received and applied to the Award Management System as well as principal investigator acknowledgement of all work complete prior to final payment processing. Once final invoice is processed if there is an open encumbrance, the position will submit paperwork to have the encumbrance released and make sure the subaward is closed in the Subaward Database.

Required Qualifications

• Experience with bookkeeping, accounting practices, and/or budgeting.
• Demonstrated experience and/or education with emphasis on accounting, finance, or government/business regulations and accounting practices.
• Proficient with general office software, such as word processing, spreadsheets, and email platforms, as well as document management tools.
• Highly organized with the ability to manage and track multiple tasks simultaneously.
• Ability to communicate effectively.

Preferred Qualifications

• Demonstrated experience with federal and non-federal grants and/or contracts.
• Experience working with large enterprise financial and/or purchasing systems.

Pay Band

4

Overtime Status

Exempt: Not eligible for overtime

Appointment Type

Regular

Salary Information

$55,000-$67,000

Hours per week

40 hrs per week

Review Date

September 1, 2026

Additional Information

Position is hybrid with a weekly on-campus presence, and will require the completion of a telework agreement in accordance with Policy 4325, Alternative Work Site and Telework Policy. The hybrid work schedule will be confirmed following an on-site training period.

We are unable to sponsor work visas for this position.

The successful candidate will be required to have a criminal conviction check.

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive communitydedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges, a school of medicine, a veterinary medicine college, Graduate School, and Honors College. The university has a significant presence across Virginia, including Blacksburg, the greater Washington, D.C. area, the Health Sciences and Technology Campus in Roanoke, sites in Newport News and Richmond, and numerous Extension offices and research institutes. A leading global research institution, Virginia Tech conducts more than $650 million in research annually.

Virginia Tech endorses and encourages participation in professional development opportunities and university shared governance. These valuable contributions to university shared governance provide important representation and perspective, along with opportunities for unique and impactful professional development.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, ethnicity or national origin, political affiliation, race, religion, sexual orientation, or military status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Renee VanDykeat [e-mail] regular business hours at least 10 business days prior to the event.