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Grants and Contracts Administrator, Pulmonary and Critical Care Medicine (Remote Eligible)


Grants and Contracts Administrator, Pulmonary and Critical Care Medicine (Remote Eligible)

  • R0039335
  • Charlottesville, Virginia, United States
  • Research
  • The University of Virginia
The Department of Medicine, Division of Pulmonary and Critical Care Medicine at the University of Virginia, School of Medicine, seeks candidates for a full-time Grants and Contracts Administrator or Senior Grants and Contracts Administrator to support the operations of pre and post award research administration within the division of Pulmonary and Critical Care Medicine. Grants and Contracts Administrators possess a comprehensive understanding of grants and contracts administration. They may function in a central unit, school, department, division, institute, or center. They advise faculty on long-term financial viability of a department or center given multiple grants and contracts from various sources with differing project end dates. They locate and identify sources of outside funding. They manage all aspects of the development of complex proposals and awards. Grants and Contracts Administrators interpret guidelines, terms, and conditions, and provide advice accordingly.

The incumbent will manage multiple faculty’s grant portfolios; proposal submissions, monitoring activities and expenditures on research projects, and performing project close-outs. This Position requires strong communication skills as the candidate will be required, throughout the life cycle of the research grants, to work and collaborate with different entities and personnel within the University, such as, the office of Grants and Contracts, the School of Medicine, Department of Medicine, the Office of Sponsored Programs, etc.

The successful candidate will be expected to:
• Analyze and interpret agency requests for proposals to determine eligibility requirements and submission guidelines.
• Review all known contract requirements noted at the proposal stage and secure additional university approvals from appropriate departments when necessary.
• Direct the Principal Investigator in the preparation of the grant proposal.
• Administer all components of the grant proposal ensuring it follows sponsor guidelines.
• Obtain all required internal institutional documentation supporting each grant proposal.
• Secure subcontract commitments of all involved parties.
• Develop accurate and justifiable proposal budgets on behalf of the Principal Investigator.
• Review commitment letters and confirm financial obligations, space needs, and hiring necessary for successful implementation of the project if award is received.
• Administer all aspects of amendments, no cost extensions, renewals, and progress reports.
• Maintain appropriate compliance with internal and external governing policies and procedures. Establish and administer fiscal procedures, and reporting procedures for grants upon award. Calculate and submit proper labor distribution schedules to ensure appropriate allocation of salary cost.
• Oversee completion of faculty effort reports as it relates to research projects. Ensure proper records management of all sponsored research files in accordance with state and University guidelines. Routinely audit project implementation to ensure research milestones are being achieved.
• Administer grant databases and tracking systems.
• Independently conduct monthly review of all fund balances to ensure budgets are not exceeded. Administer review and verification that all expense transactions are allowable as per sponsor guidelines.
• Investigate and resolve issues relating to expenditures, revenues and cost transfers as needed. Remedy account deficits in a timely manner.
• Prepare reconciliations and submit to Principal Investigators for review prior to departmental deadlines.
• Facilitate closure of accounts, as applicable, to ensure timely filing of final financial statements and invoices.
• Recalculate and process labor distribution adjustments when there are project personnel effort changes.
• In addition to the above job responsibilities, other duties may be assigned.

Minimum Requirements for Grants and Contracts Administrator:
Education: Bachelor's degree
Experience: At least three years of grant and contract experience. Four additional years of experience may be accepted in lieu of degree.
Licensure: Certified Research Administrator (CRA) certification is preferred.

Minimum Requirements for Senior Grants and Contracts Administrator:

Education: Bachelor's degree
Experience: Five years of grant and contract experience. Four additional years of experience may be accepted in lieu of degree.
Licensure: Certified Research Administrator (CRA) certification is preferred.

Required knowledge, skills, and abilities:
• Knowledge of grant funding policies and procedures and applicable local, state, federal and university regulations.
• Ability to provide technical advice and information to faculty and staff in area of expertise.
• Aptitude to oversee grant proposals and financial transactions.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
• Ability to make administrative/procedural decisions and judgments.
• Aptitude to analyze budgetary line items for compliance with budget guidelines.
• Human relations and leadership skills and the ability to function in a team environment required.
• Capacity to multi-task and work towards several objectives simultaneously on tight deadlines.
• Ability to solve moderately complex accounting and reconciliation issues.
• Microsoft Office (Word, Excel, PowerPoint, Outlook)

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs. This position is eligible for a remote work schedule. This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated hiring range is commensurate with education and experience.

This is an exempt-level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits . This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

To Apply:
Process for Internal UVA Applicants : Please apply through your Workday Home page, search “Find Jobs”, and search for “ R0039335 ”.

Process for External Applicants: Please visit UVA job board at https://uva.wd1.myworkdayjobs.com/UVAJobs and search for " R0039335 ”.

Complete an application online with the following documents:

• CV/Resume

• Cover letter

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA’s standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Jessica Russo, Recruiting Specialist, at sxv9zv @virginia.edu . For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/ .

COVID Vaccination Requirement and Guidelines

Please visitthe UVA COVID-19 Job Requirements and Guidelines webpageprior to applying for current information regarding vaccination requirementsandguidelines for employment at UVA.

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.


Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

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