Unit Pre-Award Admin - DOM

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

Job summary

University of Vermont seeks a Unit Pre-Award Administrator - DOM to conduct pre-award activities for sponsored research, assist PIs with proposals, and interpret sponsor regulations in alignment with university policies.

You will manage ERA accounts, track proposal deadlines, coordinate with RAs, and help prepare post-award materials, with a potential hybrid work arrangement between campus and other locations.

Qualifications

• Bachelor's degree required; 2–4 years relevant work experience.
• Knowledge of contracts and grants transactions and financial systems.
• Strong organization, communication, and customer service skills.

Responsibilities

• Support pre-award submission activities for sponsored proposals.
• Serve as liaison with PIs and researchers for ERA systems and timelines.
• Ensure compliance with sponsor terms and university policies.
• Assist with post-award budgets, commitments, and communications.

Skills

Pre-award administration

Regulatory compliance

Proposal coordination

Communication

Budget and accounting

Education

Bachelor's Degree

Job description

Unit Pre-Award Admin - DOM

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

$65,000-$78,000

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

Exempt

Union Position

Yes, UVMSU

Job Location

Burlington, Vermont, United States

Department

COM Research Administration/55005

Standard Hours at 1.0 FTE

37.5

Term (months per year)

12