Pre-Award & System Support Specialist

Working Title: Pre-Award & System Support Specialist

State Role Title: Financial Services Specialist I

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Vice President - REDI

Department: 539001 - Sponsored Programs Accounting

Pay Rate: Maximum Starting

Specify Range or Amount: $55,000

Is this a JMU only position? No

Is this a grant-funded position? Yes. This is a grant-funded position and is contingent upon continued funding.

Is this a Conflict of Interest designated position? No

Beginning Review Date: 07/01/2025

About JMU:

James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.

Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

With a customer service focus, this position will be the primary contact for answering questions and providing guidance on the university sponsored programs application process while maintaining a high level of compliance with university, federal, state regulations. Additionally, this position will provide regular support and maintenance on Cayuse and related systems, while keeping training materials updated. This position will provide manage OSP-AS data, including preparing reports for university leadership. In all activities, this position will maintain a high level of customer satisfaction acknowledging that faculty rarely embrace compliance or administrative issues.

Duties and Responsibilities:

Pre-award support services, including:
• Serving as the main point of constant for faculty and staff on pre-award matters, including answering questions and providing guidance on the application process.
• In collaboration with the grant specialists, principle investigators (PIs), and other stakeholders, track and monitor submission statuses to ensure timely submissions.
• Work with external stakeholders to ensure timely submissions and timely awarding of funding.
• Work with PIs, grant specialists, and other stakeholders to aid submissions, including moving approved submissions from Cayuse to sponsor portals and ensuring compliance with sponsor guidelines and institutional policies.

Cross-over support services, including:
• Working with PIs, grants specialists, and other stakeholders when there is a variance in the proposed & awarded budgets.
• Work collaboratively to issue awards after sponsor approval, including processing in Cayuse.
• Notify PIs of funding denials as well as process in Cayuse.
• Work with new faculty to process award transfers to JMU, following sponsor policies and procedures.

Technology and systems support, including:
• Ensuring the smooth operation of JMU’s Cayuse system. This includes, among other tasks, collaborating with IT on Cayuse application updates, submitting and tracking work requests (both externally and internally), and maintaining the production and training Cayuse domains.
• Provide regular updates on changes to sponsored programs technology systems (including Cayuse) to stakeholders, including updating/developing necessary documentation.
• Develop and provide training (including documentation) on sponsored programs systems for stakeholders.
• Respond to inquiries from stakeholders about sponsored program technology systems.
• Manage website, social media, and other online presences for the office.
• Update and verify data loads.

Data management, including:
• Move legacy data from Cheetah to Cayuse.
• Maintain relevant data, such as submission rates.
• Develop and provide reports on funding requests & awards.
• Assist with updating and maintaining pre-award documentation, templates, and resources.
• Reconcile shadow systems for proposal identification and funding with data in Cayuse.
• In all work, understand and maintain the confidentiality of the data and use it according to university policy, state and federal law.

Compliance & Risk Management, including:
• Track and timely notify PIs of the due date and status of sponsor required technical reports.
• Establish, maintain, review, and update policies and procedures to ensure compliance at the university, sponsor, state, federal and international regulations.
• Develop, implement, and evaluate and/or revise policies and procedures to clarify research administration practices.
• Conduct regular reviews and audits of sponsored projects to mitigate risks and address compliance issues.
• Though participation in relevant national and professional organizations, maintain current knowledge of issues in research administration, and communicate relevant changes or new requirements to stakeholders.
• Serve as the primary point of contact for inquiries related to sponsored programs.
• Process the required record retention policies for the university.

Contribute to the Strategic Planning of the Office of Sponsored Programs-Administrative Services
• Prepare correspondences on behalf of the office.
• Collaboratively develop and implement strategic plans to enhance sponsored programs activities aligned with the organization's mission and goals.
• Identify opportunities for growth and diversification of sponsored funding sources.
• Collaborate with senior leadership to align sponsored programs initiatives with institutional priorities.

Qualifications:

Required Qualifications:
• Prior experience with electronic research systems
• Strong attention to detail and strong organizational skills
• Ability to work independently and as part of a team in a fast-paced environment
• Proficiency in multi-tasking and prioritizing assignments in a deadline-driven environment
• Excellent written and verbal communication skills

Additional Considerations:
• University and Sponsored Programs experience
• Familiarity with the pre-award process
• Knowledge of the Uniform Guidance (2CFR 200)
• Ability to use multiple software systems

Additional Posting Information:

Conditions of Employment:  

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.