Grants and Contracts Administrator or Senior Administrator - Department of Medicine, and Ryan White HIV Clinic

The Department of Medicine at the UVA School of Medicine seeks a Grants and Contracts Administrator to provide pre- and post-award research administration support across the department, as well as a Senior Administrator to primarily support the Ryan White HIV Clinic (approximately 60% effort), with the remaining 40% supporting other grants and contracts activity across the Department of Medicine as needed. These positions report to the Research Administration Operations Manager for the Department of Medicine and works closely with faculty, Principal Investigators, and other departmental stakeholders.

Administrator Responsibilities

• Advise faculty in the preparation and submission of proposals to a variety of sponsors in accordance with funding agency policies and the fiscal soundness of grant-supported centers,
• Collect required data in preparation of grant applications, renewals, and grant reports,
• Prepare budgets specific to sponsor guidelines,
• Ensure proper set up and oversight of externally funded grants and contracts,
• Coordinate and review Payroll Allocation Confirmation Certification,
• Contact sponsors when there is a need for clarification on policies and procedures for grant preparation,
• Meet with faculty, PIs, and other stakeholders regarding awards, answer questions, advise regarding financial status of the award, upcoming deadlines, and other operational needs including recommended action items,
• Monitor spending to ensure appropriate use of funding, including salary allocations and OTPS expenditures,
• Coordinate set-up, monitoring, and management of sub-awards, including issuance, compliance tracking, and communication with sub-recipient institutions,
• Prepare and submit progress and financial reports to sponsors in collaboration with the Office of Sponsored Programs Post-Award Team, ensuring timely and accurate compliance with award terms,
• Coordinate award closeout activities, including final reporting, account reconciliation, and resolution of any outstanding financial or compliance items, in collaboration with the Office of Sponsored Programs Post-Award Team,
• Other duties as assigned.

Senior Administrator Responsibilities

In addition to those listed above, duties include but are not limited to:

• Assist in the development and monitoring of Ryan White grant budget allocations,
• Prepare and monitor program budgets across multiple funding streams, tracking variances and projecting expenditures,
• May assist with writing administrative components of grant narratives, grant reports, and grant applications for HIV and Ryan White funding, ensuring alignment with program goals and funder requirements,
• Coordinates prior approval requests to sponsors for activities requiring advance authorization, including key personnel changes and scope modifications; may draft documents for PI review and submission to sponsors,
• Maintains administrative tracking systems for grant milestones, deliverables, and deadlines across multiple awards,
• Prepare and submit progress and financial reports to sponsors in collaboration with the Office of Sponsored Programs Post-Award Team, ensuring timely and accurate compliance with award terms,
• Provide backup support for other Department of Medicine grants and contracts as needed, including coverage during staff absences and assistance with large or complex proposal submissions,
• Serve as a resource and mentor to grants and contracts staff, providing guidance on sponsor policies, procedures, and best practices,
• Other duties as assigned.

Minimum Qualifications:

Grants and Contracts Administrator

Education: Bachelor's degree

Experience: At least three years of relevant experience required. A combination of education and relevant experience may be considered in lieu of a degree.

Senior Grants and Contracts Administrator

Education: Bachelor's degree.

Experience: Five years of grants and contracts OR research administration experience. Four 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.

Preferred Qualifications:

Experience: Prior experience with full life-cycle Grants & Contracts and/or Research Administration in an Higher Education environment, as well as:

• Experience with federal sponsors, particularly NIH or other Public Health Service agencies;
• Experience with HRSA (Health Resources and Services Administration), as well as familiarity with Ryan White Program requirements and reporting (for the Senior role),
• Working knowledge of Uniform Guidance (2 CFR 200),
• Experience using Workday and Huron.

Licensure: Certified Research Administrator (CRA) certification.

This is an exempt-level, benefited position. For more information on the benefits at UVA, visit hr.virginia.edu/benefits .

These positions are located in Charlottesville, VA.

• The Administrator position provides the option to work in a hybrid or fully remote environment.
• The Senior Administrator position provides the option to work in a hybrid environment with up to 2 days of remote work.

Remote work for either position will follow the University's flex-work guidelines.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/ .

Anticipated salary for both roles will be commensurate with qualifications and experience within the following range(s):

Administrator, $55k-$63k

Senior Administrator, $65k-$75k

Application review will begin after July 20.

These positions will not be able to provide consideration for candidates who require sponsorship at this time. The University will perform background checks on all new hires prior to employment.

How to Apply

Please apply online , and search for R0085088. Complete an application online with the following documents:

• 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.

Internal applicants: Search and apply for jobs on the UVA Internal Careers website .

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required.

For information regarding the position or the application process, please contact Lyndsay Thaxton at enn9zv@virginia.edu.

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment .