Sponsored Projects Specialist, Pre-award

Yale University; New Haven (CT); Remote; USD 68,000 - 121,000; Full time

Job summary

Yale University in New Haven seeks a Sponsored Projects Specialist, Pre-award to support the administration of grants, contracts, and related funds for Immunobiology. The role ensures proposals meet sponsor and regulatory requirements and are submitted timely and accurately.

The Associate Administrator collaborates with faculty to develop budgets and documentation, maintains client satisfaction through strong relationships, and ensures compliance with University, School, Federal, and State

Qualifications

• Excellent verbal and written communication with strong organizational skills.
• Superior customer service orientation and ability to work under deadlines without compromising quality.
• Ability to manage a complex portfolio in a fast-paced environment and work well in a team.
• Knowledge of budgeting principles and strong analytical/problem-solving skills.

Responsibilities

• Advise faculty and administrators seeking external funding through proposal preparation and submission.
• Cultivate partnerships with faculty, sponsors, and OSP; guide through sponsor requirement changes.
• Contribute to development and improvement of grants management processes and submission quality.
• Provide training and assistance in budgeting, sponsor terms, and university policies; ensure necessary clearances for submission.

Skills

Communication skills

Customer service

Project multitasking

Budgeting principles

Education

Bachelor’s Degree

Job description

Sponsored Projects Specialist, Pre-award

Department: Immunobiology - Administration

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

The Associate Administrator 1, Pre Award provides direct professional support and guidance in the administration of grants, contracts, and related funds to faculty and staff in the department of Immunobiology. This role is responsible for ensuring that proposals meet sponsor requirements, regulatory compliance requirements, and adhere to University, School, Federal, and State policies and regulations governing sponsored research. The Associate Administrator works closely with faculty and department staff to develop proposals, budgets, and necessary documentation. The position also involves maintaining high levels of client satisfaction through strong relationship management and collaboration efforts, ensuring the submission of grant applications in a timely and accurate manner.

Required Skills and Abilities

• Excellent communication skills, both verbal and written, with outstanding organizational skills.
• Demonstrated superior customer service orientation and the ability to work well under deadline pressures without sacrificing accuracy or service quality.
• Ability to handle a complex portfolio of work in an intensive, multi-tasking environment and work well as part of a team.
• Knowledge of budgeting principles and exceptional attention to detail, with well-developed analytical and problem-solving skills.

Preferred Skills and Abilities

• Knowledge of Yale financial and administrative policies and procedures, and familiarity with electronic proposal systems.
• Working knowledge of federal, state, and sponsor regulations and guidelines pertaining to contract and grant administration.
• Proven experience creating complex budgets and working with international collaborators.
• Prior experience with sponsored award grant submissions and management.
• Advanced experience with database management and the grant and contract process from proposal development to award. Prior experience with other support documents.

Principal Responsibilities

• Advise and guide faculty and administrators seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. The Grants Administrator is the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines.
• Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders. Guide faculty and staff through changes in sponsor requirements.
• Play a key role in the development and continuous improvement of the grants management process. Review and analyze client interactions, current processes and submission quality. Make recommendations for and participate in the implementation of changes as appropriate.
• Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission. Facilitate an effective transfer of grants and contracts when Principal Investigators start at Yale.
• Review and prepare grant and contract proposals; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, indirect rates, etc. Ensure all required information is entered into the appropriate data systems.
• Review terms and conditions on proposal solicitations and award documents. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including subcontracts, clinical trials and State agreements to ensure conformity with University policies. Approves and submits grant proposals in accordance with delegated authority.
• Analyze and understand complex information from multiple sources including funding opportunity announcements, funding interest matches, and submission procedures in order to transmit proposals to OSP that result in a high first pass rate. Obtain and communicate information on sponsor electronic research processes and procedures.
• Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates.
• Partner with OSP in working with sponsors on matters of proposal submission.
• Perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree and three to five years related professional/managerial work experience or equivalent combination of education and experience.

Job Posting Date

10/21/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

Salary Range

$68,000.00 - $120,500.00

Benefits

A general description of the benefits to be offered with this Managerial & Professional position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff Fixed Duration (Fixed Term)

Work Model

Remote

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks basedon the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Note

Yale University is a tobacco-free campus.