Unit Pre-Award Admin - DOM

University of Vermont; Burlington (VT); Hybrid; USD 65,000 - 78,000; Full time

Job summary

The University of Vermont is seeking an experienced Research Administration professional to support proposal development, submission, and award administration for sponsored projects. The role involves collaboration with principal investigators, RAs, and college administration to ensure compliance with sponsor guidelines and internal policies.

Qualifications include a Bachelor’s degree, 2–4 years of related experience, and knowledge of contracts and grants transactions.

Qualifications

• Bachelor’s Degree required.
• 2–4 years relevant work experience.
• Working knowledge of contracts and grants transactions and financial systems.
• Knowledge of applicable regulations, policies, and guidelines.
• Ability to work independently and as part of a team.
• Strong organization, communication, and customer service skills.
• Accounting and budgeting skills; manage significant transaction volume.
• Desirable: CRA designation; research compliance knowledge.

Responsibilities

• Develop and manage proposal submission activities using ERA systems and sponsor guidelines; coordinate with PIs.
• Assist with post-proposal materials, budgets, and scopes of work; ensure sponsor requirements are met.
• Communicate with PIs, unit admins, and college administration to track and manage awards.
• Maintain documentation of proposals, submittals, and sponsor communications; ensure timely submissions.

Skills

Communication skills

Teamwork

Organization

Budgeting

Contracts & grants knowledge

Problem solving

Education

Bachelor’s Degree

Job description

The University of Vermont is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other category legally protected by federal or state law.

Finalists for positions at UVM may be subject to a criminal background check.

For classified staff positions, actual hiring pay dependent on current competitor market conditions, comparable campus peer(s) at time of hire, and candidate’s experience level and length.

Conduct pre-award sponsored research activities required for the submission, and acceptance of sponsored activities in assigned departments. Provide assistance to principal investigators (PIs) for tasks related to submission of sponsored proposals and award administration. Partner with SPA’s Research Administrators (RAs) to interpret sponsor regulations and University policies for PIs and serve as primary information resource for college research administration procedures. Partner with RAs to deliver and lead training initiatives. Participate in on-boarding PIs with respect to their roles and responsibilities in managing sponsored projects.

Proposal Development and Submission Create accounts, maintain, and learn appropriate electronic research administration ( ERA ) systems within UVM and sponsor sites as appropriate for proposal submission and award administration. Track and communicate proposal plans, deadlines, and requests for proposals, as needed; partner with PIs to interpret guidelines or resolve issues. Identify and obtain from the sponsoring agency specified guidelines, for example: target amounts, start date and performance period, and budgetary specifications. Analyze data to provide in proposals, such as bio sketches, effort commitment and assemble as needed. Review routine and complex proposals to ensure submission package policies, procedures and compliance are met; if University terms are not met refer to appropriate RA. Serve as liaison related to proposals and submittal processes; ensure internal review process has been completed. Maintain up-to-date database and documentation of proposal correspondence and all relevant documents. Ensure timely submission of proposals.

Award Administration and Acceptance Assist with submission of post-proposal materials such as just-in-time ( JIT ) and revision of budgets and/or scopes of work, any requirement of the sponsor for potential funding. Maintain ongoing communications regarding grant/contract administration with the PI, unit administrators, and college administration. Work with department leadership and/or PI to allocate academic year or summer effort to an award. With acceptance of potential award, assist College administration in assessing the financial risk associated with need for an advance account. Collaborate with principal investigators and RA to draft and submit communications to sponsors. Complete data collection form in collaboration with PI and cross-campus colleagues. Communicate and resolve any outstanding issues in collaboration with the PIand/or cross-campus departments. Review sponsor regulations as outlined in award documents and coordinate with PIs to ensure compliance with sponsor specific terms and conditions.

Minimum Qualifications (or equivalent combination of education and experience)

Bachelor’s Degree

Relevant Work Experience 2-4 years

Competencies:

Working knowledge of contracts and grants transactions and applicable financial systems, as well as related policy requirements.

Demonstrated working knowledge of applicable federal, state, local, sponsor, and institutional regulations, policies, and guidelines.

Ability to work independently and as a team member, research and resolve problems, meet deadlines, and follow through on assignments with minimal direction.

Independent judgment and strong organization and communication skills and customer service focus across broad and diverse subject areas.

Accounting and budgeting skills in managing complex financial accounts and funds, as well as knowledge of generally accepted accounting, fiscal, and reporting principles.

Ability to manage significant volume of transactions.

Desirable Qualifications

Thorough knowledge in applicable compliance requirements related to use of human or animal subjects in research, financial conflict of interest, biosafety, et cetera. (if applicable)

Three years demonstrated experience in research contract and grant management.

Certified Research Administration ( CRA ) designation

Anticipated Pay Range

Anticipated Pay Range $65,000-$78,000

Special Conditions

Special Conditions A probationary period may be required, This position is eligible for a hybrid schedule with an option to split time between campus and elsewhere, in accordance with the university telecommuting policy, Background Check required for this position

FLSA

FLSA Exempt

Union Position

Union Position Yes, UVMSU

Position will be posted for a minimum of one week, after which it is subject to removal without notice.

Job Location

Job Open Date

Job Open Date 09/29/2026

Job Close Date (Jobs close at 11:59 PM EST.)

Open Until Filled No

The University of Vermont is a welcoming, educationally purposeful community committed to creating an inclusive environment that embraces intellectual diversity and global perspectives. We seek to prepare students to be accountable leaders who will bring to their work a grasp of complexity, effective problem-solving and communication skills, and an enduring commitment to learning and ethical conduct. Members of the University of Vermont community embrace and advance the values of Our Common Ground: Respect, Integrity, Innovation, Openness, Justice, and Responsibility. Staff play a critical role in this effort and the successful candidate will demonstrate a strong commitment to UVM’s mission and advancing Our Common Ground values through the execution of their job duties.

Position Information

Position Title

Position Title Research Administration PC2 X

Posting Number

Posting Number S6328PO

Department

Department COM Research Administration/55005

Position Number

Position Number 00028012

Percent of Full-Time

Percent of Full-Time 1.0

Standard Hours at 1.0 FTE

Standard Hours at 1.0 FTE 37.5

Term (months per year)

Term (months per year) 12

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