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Grants and Contracts Assistant or Specialist, Department of Pediatrics, UVA (20 hours/week)


Grants and Contracts Assistant or Specialist, Department of Pediatrics, UVA (20 hours/week)

  • R0043206
  • Charlottesville, Virginia, United States
  • Research
  • The University of Virginia
The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks candidates for a Grants and Contracts Assistant or Grants and Contracts Specialist who is interested in moving into an expanding field that supports medical research to improve children’s lives. The Grants and Contracts Assistant or Specialist will join a department that employs outstanding people and is progressive in its initiatives to develop and support its staff, making it a great place to work. This position will join a supportive, learning-oriented team and will be trained in all aspects of Research Administration. This position will provide Research Administration in support of Bleeding Disorders including the Hemophilia Treatment Center.

Grants and Contracts positions support the University of Virginia’s Strategic 2030 Plan to be the best public university in 2030, and one of the very best in the world, whether public or private.

The University of Virginia School of Medicine and affiliated UVA Health form the premier medical and research institution in the Commonwealth of Virginia and have a rich tradition of discovery, translational, clinical and health services/outcomes-based research grounded in a culture of collaboration and service. Three Nobel laureates have called UVA their home. The University is located in Charlottesville, VA, situated in the Blue Ridge Mountains and picturesque Shenandoah Valley just 100 miles from Washington, DC. Our region boasts outstanding opportunities for outdoor recreation year-round, including hiking, water-based activities and skiing. Virginia Beach and other types of coastal recreation are also accessible. For more information about the Department of Pediatrics please see: https://med.virginia.edu/pediatrics/ .

Grants and Contracts Assistants perform routine duties to support the administration of grants and contracts. They route and track proposals, maintain databases, prepare sponsor specific and required forms, file documents, handle proposal close-outs, and manage records.

The successful candidate will be expected to perform the following job responsibilities:
• Help prepare payment vouchers, cost transfers, labor schedules, and labor adjustments.
• Provide forecasting for local accounts and grants to prevent account deficits.
• Provide logistical support for team meetings and special events.
• Provide administrative support to senior Grants and Contracts professionals.
• Maintain files for documentation, including letters, protocols, grant records, adhering to state and University guidelines for records management.
• Disseminate communication to the research community on behalf of leadership or provide first point of contact for routine inquiries.
• Maintain information in databases and run standard reports, as needed.
• In addition to the above job responsibilities, other duties may be assigned.

The successful candidate will have the following:
Education: High School Diploma
Experience: None

Grants and Contracts Specialists perform pre-award, post-award or a combination of grants and contracts job duties in response to specific proposal guidelines or terms and conditions. Grants and Contracts Specialists may assume a range of other duties on behalf of their organization; however they are distinguished by their specialty knowledge of the grants process, and their participation in the administration of grant funding for the unit.
The successful candidate will be expected to perform that the following job responsibilities:
• Prepare and manage numerous proposal submissions, including filling out forms, preparing letters, uploading proposal documents into sponsor portals, mailing proposal hardcopies, and interpreting guidelines for the Principal Investigator.
• Create monthly account reconciliations for multiple awards, handle labor scheduling, process vendor invoices for multiple awards, and perform cost transfers.
• Prepare funding reports, final invention statements, and progress reports and provide guidance to researchers completing grant applications.
• Assist with the preparation of budgets, budget justifications, revisions, monitoring, identifying budget resources, and authorizing grants and contract accounting.
• Approve purchases and expenditures or maintain and reconcile accounting records.
• Ensure compliance with terms and conditions of contracts relating to effort reporting, expenditures, and personnel actions.
• Provide information on policy and procedure interpretation, new regulations, and new processes to faculty, staff, and external sponsors.
• In addition to the above job responsibilities, other duties may be assigned

The successful candidate will have the following:
Education: Associate's degree
Experience: At least two years of grant and contract experience. Two additional years of experience may be accepted in lieu of degree.

Physical demands: 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 located in Charlottesville, VA and is eligible for a hybrid remote schedule. This position will remain open until filled. This position is a restricted position and is dependent upon project need, availability of funding and performance. This is a part-time benefited position at 20 hours/week. For more information on the benefits at UVA, visit hr.virginia.edu/benefits .

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:
Complete an application online with the following documents:
• CV
• Cover letter
PROCESS FOR INTERNAL UVA APPLICANTS: Please apply through your Workday Home page, search “Find Jobs”, and search for R0043206.
PROCESS FOR EXTERNAL APPLICANTS: Please visit UVA job board: https://uva.wd1.myworkdayjobs.com/UVAJobs and search for R0043206.
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 Christi Maguire Recruiting Specialist, at clm8sd@virginia.edu; please reference job requisition R0043206. For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/ .

Fulltime benefits include (may be pro-rated for this position 20 hour/week position):

Time Off: In addition to 11-15 paid holidays depending on the calendar year, the flexible University Leave program offers employees 22-30 days per year depending on years of service. UVA employees also receive the additional benefit of 16 hours of paid leave per year for public service to contribute to the community.

Parental Leave & Care: The Paid Parental Leave policy offers eight weeks of paid leave to employees who have been employed by UVA for 12 consecutive months. UVA also offers access to a backup care program for child and eldercare.

Pay: UVA provides market-based compensation that recognizes competitive starting pay, merit increases, promotional opportunities, rewards, and recognition.

Recognition: Our culture encourages care and recognition for one another. We aim to measure, improve, reward, and celebrate individuals and team performance.

Health: Our health plan options are designed to support a healthy lifestyle for you and your family. Multiple choices allow you to assess your medical needs and choose the best plan while achieving a balance of low premiums and maximum flexibility for health, vision, and dental.

Wellness: UVA cares about your good health. Our programs encompass tools to help you emotionally, physically, and financially.

Career Development: Our culture of lifelong learning promotes an education benefits program that provides tuition toward your next degree, academic certificate program, or relevant professional development expenses. We will support you in your current role and foster development throughout your lifelong career.

Retirement: Choose from excellent options as we partner to invest in your future. VRS offers a defined benefit + defined contribution plan, with UVA matching up to 3.5% for the Hybrid plan. Or choose ORP, a defined contribution plan based on tax-deferred accumulations. You contribute 5%, UVA contributes 8.9%

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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