Sponsored Award Specialist

American University; Washington (District of Columbia); Hybrid; USD 70,000 - 75,000; Full time

Job summary

American University in Washington, DC seeks a Sponsored Award Specialist to provide full-range grants administration and consultative services for externally funded research programs. You will handle pre-award budgets and applications, and post-award reporting and compliance for a defined portfolio. The role collaborates with a Director for Sponsored Awards and a Sr.

Manager Grants & Contracts. The position is full-time, hybrid (2 days on campus per week), and requires strong regulatory

Qualifications

• Bachelor's degree required; experience in sponsored research administration preferred.
• Knowledge of OMB UG and FAR regulations.
• Experience supporting pre-award and/or post-award activities in higher education.
• Ability to manage multiple tasks and meet deadlines.

Responsibilities

• Serve as primary grants administrator for assigned units, ensuring compliance and timelines.
• Coordinate pre-award activities including budgets, effort allocations, and proposal documents.
• Handle post-award actions such as amendments, reporting, and re-budgeting.
• Prepare and submit interim and final sponsor reports within required terms.
• Maintain internal records in AU systems like Cayuse and Workday.
• Support training and development for the university community.

Skills

Budget management

Written & verbal communication

Time management

Attention to detail

Team collaboration

Problem solving

Education

Bachelor's degree

Master's degree

Tools

Cayuse 424

Cayuse SP

Workday

Job description

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department

SO000016

Time Type

Full time

Job Type

Regular

FLSA Status

Exempt

Work Modality

Hybrid 02 (On Campus 2 days/Week)

Union

SEIU Local 500 - Provost & Enrollment Division

This position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description

Summary

This position provides the full range of technical and consultative services to faculty and administrators seeking and receiving external funding for research, education, service, training, and other programs from government agencies, corporations, private foundations, and other external funders for a designated portfolio of primarily standard and moderately complex proposals and awards. The incumbent in this position will (1) provide technical, budgetary and consultative service to faculty and administrators seeking external funds from government agencies, corporations and private foundations to further the research initiatives of the organization; (2) represent the university before external sponsoring agencies (federal, state and private) in negotiating and administering contractual and grant instruments within defined authority thresholds; and (3) assist administrators and faculty in administering external funding in accordance with relevant sponsor policy, federal regulations, and AU policies.

The Sponsored Award Specialist reports directly to the Director for Sponsored Awards, in ORSA and under the functional guidance of a designated Sr. Manager Grants & Contracts to ensure that both pre-award and post-award actions meet sponsor requirements, regulatory standards, and institutional policies. The Sponsored Award Specialist works alongside a team of other Specialists and serves as a primary institutional administrator for an assigned portfolio of work. Specialists provide essential assistance to faculty and administrators in securing and administering grants and contracts, and is responsible for ensuring that programs adhere to the terms and conditions specified in externally funded agreements.

Essential Functions

1) Central Research Administration and Lifecycle Management

• Serves as the primary grants administrator for assigned department(s) or unit(s), under the guidance of the Director of Sponsored Awards, working closely with the Senior Manager of Grants & Contracts, and in accordance with institutional and sponsor policies ensuring they meet agency and university guidelines, published timetables, and deadlines with Authorized Organizational Representative (AOR) approval.

Pre-Award activities include:

• Coordinating proposal documents with unit administrators including budgets, budget justifications, effort (labor) allocations, etc. to ensure completeness and institutional readiness for AOR authorization
• Confirming proposal budgets are accurate, allowable, and aligned with sponsor and institutional requirements
• Compiling centralized reports for federal and sponsoring agencies,
• Coordinating subrecipient documentation, and ensuring required representations, certifications, and compliance elements are complete
• Ensuring timely and accurate electronic submission of proposals via Cayuse 424, Grants.gov, Research.gov, ASSIST, (or other submission platforms)
• Serving as a central institutional resource to unit-based pre-award teams regarding administrative requirements, timelines, and system routing

Post-award activities include:

• Administering standard and moderately complex grants and contracts to ensure adherence to terms and conditions.
• Establishing and maintaining accounts in the appropriate AU system of record,
• Processing amendments and modifications, and prior approval actions in accordance with sponsor requirements
• Coordinating the approval and timely submission of interim and final reports, sponsor renewals, progress reports, just-in-time documentation, no-cost extensions, and re-budgeting requests following sponsor award reporting terms and deliverables for reporting,
• Retrieving actions through the University systems (Cayuse SP, Cayuse 424, Workday, Business Intelligence), ensuring alignment with grant budgets and timelines. when necessary.

2) Outreach, Training & Professional Development

• Participates in research administration training programs for the University community. This includes attending quarterly grant roundtable meetings and department meetings and participating in the University Research Administrator Certification Training program.
• Remains up-to-date with all University, federal and funder financial and budgetary guidelines related to externally funded grants and contracts.

3) Additional Duties

• Additional responsibilities as assigned or requested by the Director of Sponsored Awards, Associate Director of Sponsored Awards, or Vice Provost for Research & Innovation.

Competencies

• Serving Customers.
• Prioritizing and Organizing.
• Making Accurate Judgments and Decisions.
• Supporting Coworkers.
• Acquiring and Analyzing Information.

Position Type/Expected Hours of Work

• Full-time.
• 35 hours per week.

Salary Range

• $70,000.00 - $75,000.00 annually.

Required Education and Experience

• Bachelor's degree.
• 2 - 4 years of relevant experience in sponsored research administration, grants and budget management, contract administration, or a closely related field, with responsibility for supporting pre-award and/or post-award activities in a higher education or research environment.
• Demonstrated experience supporting the preparation, review, or administration of grant and contract proposals and/or awards, including familiarity with institutional and sponsor requirements.
• Knowledge of governing regulations related to grants and contracts, including OMB Uniform Guidance (UG) and the Federal Acquisition Regulations (FAR).
• Evidence of excellent demonstrated time management skills including the ability to meet strict deadlines while maintaining high quality work and attention to detail.
• Demonstrated ability to manage multiple tasks, including follow-through and tracking.
• Strong technical skills.
• Excellent written and verbal communication skills, with the ability to communicate effectively with faculty, administrators, and central offices.
• Demonstrated ability to work independently with minimal supervision and collaboratively within a team and across campus units.

Preferred Education and Experience

• Master's degree.
• 3 - 5 years of relevant experience in sponsored research administration, grants and budget management, contract administration, or a closely related field, with responsibility for supporting pre-award and/or post-award activities in a higher education or research environment.
• Demonstrated experience supporting the preparation, review, or administration of grant and contract proposals and/or awards, including familiarity with institutional and sponsor requirements.
• Working knowledge of governing regulations related to sponsored projects, including OMB Uniform Guidance (2 CFR 200) and, as applicable, the Federal Acquisition Regulations (FAR).
• Experience using enterprise systems or databases related to sponsored research, finance, or administration (e.g., Workday, Cayuse, or comparable platforms), with the ability to navigate and maintain accurate records across systems.

Other Duties

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through the employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email [e-mail].

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.