Program Manager, Internal Awards and Research Administration

Socket.dev; Town of Florida (NY); On-site; USD 61,000 - 83,000; Full time

Job summary

Institute Awards Administration is seeking a professional to coordinate grant and contract administration across multiple funding programs. You will manage lifecycle processes, ensure compliance, and partner with departments to optimize reporting and dashboards.

The role requires a Bachelor's degree with at least three years in research administration or related fields, plus strong organizational and communication skills. On-site in New York with opportunities for process improvement.

Qualifications

• Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.
• Experience administering internal funding programs, fellowships, research awards, pilot programs, or similar grant programs.
• Experience coordinating scientific peer review panels, faculty committees, advisory groups, or similar review processes.
• Experience with proposal or award management systems such as Proposal Central, InfoReady, SmartSimple, Workday, or similar platforms.
• Experience developing dashboards, metrics, portfolio reports, or executive-level reporting.
• Demonstrated experience building or improving programs, systems, workflows, or operational infrastructure.

Responsibilities

• Coordinate the full lifecycle of Institute-supported funding opportunities, including planning, announcement, application or nomination, review, selection, award notification, setup, monitoring, reporting, closeout, and maintenance of historical records.
• Administer internal RFAs, pilot and seed awards, fellowship awards, faculty development awards, donor-supported or donor-directed awards, discretionary allocations, and other Institute funding mechanisms.
• Coordinate administrative activities associated with Institute-supported research and other funded initiatives.
• Support Research FSEAs and other Institute research or investment accounts.
• Partner with investigators, department administrators, Institute Finance, Sponsored Programs, and other university offices on award setup, financial monitoring, reporting, transfers, and closeout.
• Develop standardized processes and documentation that improve consistency, transparency, efficiency, and the applicant and recipient experience.
• Maintain accurate operational reporting for the Institute's funding portfolio, including award metrics, funding summaries, progress reports, outcomes, historical records, and portfolio dashboards.

Skills

Organizational skills

Analytical skills

Written communication

Verbal communication

Interpersonal skills

Project management

Education

Bachelor's degree

Three years of grant/contract administration experience

Tools

Proposal Central

InfoReady

SmartSimple

Workday

Job description

Institute Awards Administration

• Coordinate the full lifecycle of Institute-supported funding opportunities, including planning, announcement, application or nomination, review, selection, award notification, setup, monitoring, reporting, closeout, and maintenance of historical records.
• Administer internal RFAs, pilot and seed awards, fellowship awards, faculty development awards, strategic initiatives, donor-supported or donor-directed awards, discretionary allocations, and other Institute funding mechanisms.
• Serve as a primary administrative resource for applicants, award recipients, faculty leaders, departments, and Institute leadership regarding award processes and requirements.
• Maintain award documentation, timelines, terms, reporting requirements, and recipient records.
• Coordinate timely closeout of awards and disposition of remaining balances in accordance with Institute and university requirements.

Research Administration & Financial Coordination

• Coordinate administrative activities associated with Institute-supported research and other funded initiatives.
• Support Research FSEAs and other Institute research or investment accounts.
• Partner with investigators, department administrators, Institute Finance, Sponsored Programs, and other university offices on award setup, financial monitoring, reporting, transfers, and closeout.
• Help ensure funding is administered in accordance with Institute requirements, donor or funding restrictions, and applicable university policies.
• Assist faculty and departments in navigating administrative requirements associated with Institute-supported research activities.

Scientific & Programmatic Review Coordination

• Coordinate operational aspects of ad hoc Scientific Review Panels and other faculty-led review processes.
• Coordinate reviewer identification and recruitment, conflict-of-interest documentation, review materials, scheduling, scoring, meeting logistics, and maintenance of appropriate records.
• Provide administrative support that enables faculty reviewers and Institute leadership to conduct fair, consistent, and well-documented review processes.
• Support development and continuous improvement of review procedures, tools, templates, and reviewer guidance.

Program Operations & Systems Development

• Develop, implement, and continuously improve systems, workflows, templates, databases, dashboards, and other tools supporting Institute awards and research administration.
• Support implementation and optimization of award-management platforms or similar systems.
• Develop standardized processes and documentation that improve consistency, transparency, efficiency, and the applicant and recipient experience.
• Identify operational gaps and recommend practical improvements to Institute leadership.

Communications & Program Coordination

• Partner with Marketing & Communications, Advancement, Strategic Engagement & Partnerships, and other Institute teams to coordinate award announcements, recipient recognition, donor stewardship activities, presentations, and other communications related to Institute-supported initiatives.
• Maintain clear and timely communications with applicants, recipients, reviewers, faculty leaders, departments, and administrative partners throughout the award lifecycle.
• Coordinate information needed by functional partners while allowing the appropriate teams to lead communications, fundraising, donor engagement, or other specialized activities.

Reporting & Portfolio Analytics

• Maintain accurate operational reporting for the Institute's funding portfolio, including award metrics, funding summaries, progress reports, outcomes, historical records, and portfolio dashboards.
• Track key deadlines, commitments, balances, and reporting requirements.
• Prepare information and analyses that support Institute leadership in stewardship, planning, resource allocation, and decision-making

Expected Salary

$61,000 - $83,000

Required Qualifications

Bachelor's degree and three years of experience in grant and contract administration; or an equivalent combination of education and experience.

Preferred

• Master's degree in business, healthcare administration, public administration, science, research administration, higher education, or a related field.
• Five or more years of progressively responsible experience in research administration, academic medicine, higher education, or an academic health center.
• Experience administering internal funding programs, fellowships, research awards, pilot programs, or similar grant programs.
• Experience coordinating scientific peer review panels, faculty committees, advisory groups, or similar review processes.
• Experience with proposal or award management systems such as Proposal Central, InfoReady, SmartSimple, Workday, or similar platforms.
• Experience developing dashboards, metrics, portfolio reports, or executive-level reporting.
• Demonstrated experience building or improving programs, systems, workflows, or operational infrastructure.
• Project Management Professional (PMP) certification or equivalent project/program management training is preferred but not required.
• The successful candidate should demonstrate:
• Progressively responsible experience in research administration, grants or award administration, higher education administration, healthcare administration, or a related operational field.
• Experience coordinating complex projects or programs involving multiple stakeholders.
• Strong organizational, analytical, written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities, meet deadlines, and work independently with sound judgment.
• Demonstrated ability to develop or improve administrative processes and systems.

Health Assessment Required

No