Sponsored Program Administrator II - USU Operations

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc.; Bethesda (MD); On-site; USD 78,000 - 107,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

Retirement plans

Job summary

The Henry M. Jackson Foundation for the Advancement of Military Medicine, Inc.

(HJF) seeks a Sponsored Program Administrator II to manage the full lifecycle of sponsored research projects—from pre-award proposals through post-award financial and non-financial management. Based with the Department of Pharmacology, you will facilitate proposal development, ensure regulatory compliance, and coordinate with faculty, departments and sponsors to negotiate and manage grants and contracts.

Qualifications

• Bachelor's Degree required.
• Minimum of 6-8 years experience required.
• In-depth knowledge of federal budget processes and project management principles.
• Proficiency in budgeting and financial management.
• Working knowledge of MS Office, proposal tracking and data analysis tools.
• Experience in life sciences preferred.

Responsibilities

• Lead end-to-end proposal preparation and submission in response to government, non-profit, and corporate RFPs.
• Support up to eight Principal Investigators or awards totaling $25.0M+ managing complex agreements/subawards.
• Oversee post-award financial administration and budget tracking.
• Process vendor contracts, sub-contracts, IAAs, and CRADAs ensuring compliance.
• Serve as main liaison between internal/external stakeholders (PI, sponsors, leadership).
• Ensure all activities adhere to federal, state, and institutional policies/regulations.
• Supervise lower-level staff (Research Assistants/Researchers).
• Manage budgets and resolve financial issues.

Skills

Budgeting

Grant regulations

Communication

Project management

Data analysis

MS Office

Education

Bachelor's degree

Tools

Proposal tracking software

Data analysis software

Job description

Join the HJF Team!

HJF is seeking a Sponsored Program Administrator II to manage the entire lifecycle of sponsored program research projects, from pre-award proposal submissions to post-award financial and non-financial management. This role will facilitate proposal development, ensure compliance with regulations, and serve as a liaison between faculty, departments, and external sponsors to negotiate and manage grants and contracts. Key responsibilities include budget review, compliance checks, award administration and reporting.

This position will be in support of the Department of Pharmacology. Pharmacology is critical for developing new drugs to help fight diseases, to improve the effectiveness of drugs, and to reduce their potential side effects. There work is increasingly relevant in this current age of personalized medicine where pharmacologists are working to understand how individual patients or subsets of patients react differently to different drugs. At the Department of Pharmacology and Molecular Therapeutics, there mission is to ensure there students have a comprehensive understanding of how drugs work, their side effects, and how they can best be used to treat our soldiers and their families.

The Department of Pharmacology and Molecular Therapeutics, established by Dr. Louis Aronow in 1976, teaches both medical and graduate students in the actions and therapeutic uses and toxicity of drugs and other chemical agents and conducts research on pharmacological issues, with many projects addressing critical questions impacting the health and well-being of military personnel.

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Lead end-to-end proposal preparation and submission in response to RFPs from government, non-profit, and corporate entities, including budgets, justifications, Statements of Work (SOWs), site approvals, and PI biosketches.
• Support up to eight (8) Principal Investigators, or awards totaling $25.0M or more, managing high complexity due to the number of required agreements and/or subawards/subcontracts.
• Work with the pre-award team to submit the proposal with corrections as necessary to the sponsor.
• Oversee post-award financial administration, budget tracking, and A/P processing, including approving requisitions for travel, equipment, animal purchases, and specialized facility procedures (DLAR, BRIC, BIC).
• Process vendor contracts, sub-contracts, Interagency Agreements (IAAs), and Cooperative Research and Development Agreements (CRADAs), ensuring strict regulatory and institutional compliance across all research activities.
• Serve as main point of contact and liaison between internal and external stakeholders (i.e. Principal Investigators, Program Sponsors, organizational leadership and laboratory managers, and project leaders).
• Ensure all sponsored program activities adhere to federal, state, and institutional policies and regulations.
• Supervises lower-level program members (i.e. Research Assistants, Research Associates).
• Manage budgets to ensure spending is appropriate and on budget.
• Work through budget issues and resolve financial issues.
• Process payments to Accounts Payable (A/P) and ensure appropriate use of funds.
• Work with project stakeholders to ensure detailed business and technical requirements are defined to ensure success in program. Complete required forms, obtain final approval from the Prime and the sub-award Principal investigators.
• Submit the final paperwork to the sub-award team.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Education and Experience

• Bachelor's Degree required.
• Minimum of 6-8 years experience required.

Required Knowledge, Skills and Abilities

• In-depth knowledge of federal budget processes and fundamental principles of project management required.
• Knowledge of grant and contract regulations and policies required.
• Proficiency in budgeting and financial management required.
• Working knowledge of a variety of software including but not limited to Microsoft Office, proposal/project tracking, and data analysis software.
• Solid Interpersonal skills, including the ability to clearly communicate verbally and in writing, build and maintain teams, and identify and resolve problems required.
• Demonstrated ability to plan, schedule, and coordinate activities to meet deadlines required.
• Prior experiences in the life sciences strongly preferred.
• Strong analytical and deductive reasoning skills required..
• Attention to detail and ability to handle multiple tasks required.
• Ability to work both independently and collaboratively with diverse groups required.
• Basic supervisory skills from previous experiences preferred.
• Ability to obtain and maintain a T1/Public Trust background check.

Physical Capabilities

• Lifting: Requires lifting materials up to 10 lbs.
• Ability to stand or sit at a computer for prolonged periods.

Work Environment

• This position will take place primarily in an office setting.

Compensation

• The annual salary range for this position is $77,600-$107,000. Actual salary will be determined based on experience, education, etc.

Benefits

• HJF offers a comprehensive suite of benefits focused on your health and well-being, from medical, dental, and vision coverage to health savings and retirement plans, and more.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.