Pre Award Administrator (Hybrid)

University of Pittsburgh, United States

Updated: 7 months ago
Deadline: The position may have been removed or expired!

Pre Award Administrator (Hybrid)
Med-Medicine - Pennsylvania-Pittsburgh - (23004051)
 Prepares and submits moderately complex grant, contract, and budget proposals. Drafts and negotiates contractual arrangements, procurement proposals, subcontracts, and budgets. Conducts complex cost analyses and oversees invoice processing; analyzes financial documentation and reviews routine reports. Monitors grants, budgets, and contractual arrangements and prepares moderately complex pre-award applications and reports. Provides policy and procedural interpretation and resolves complex issues.
 Leads the compilation, planning, and preparation of proposals for federal agencies and non-federal agencies; includes the understanding of complex sponsor requirements, electronic and other submission approaches, and budget development. It is estimated that the candidate will process an estimated 200 applications, progress reports, JIT requests, and account set-up/activations annually. This position acts as liaison between PI and Office of Sponsored Programs. Applies grants concepts to review complex grant proposals and obtain/verify necessary compliance approvals. Performs pre-award grant administration, including the processing of complex annual progress reports, requests for supplemental funding, Just-in-Time requests, and other award/agreement amendments. Processes award notices for account set up and activation. Must be able to review/interpret sponsor and University policies and apply them. Accuracy and timeliness is critical because future funding of research projects is dependent on these functions. Requires high degree of independence and problem-solving ability. Must have thorough knowledge of University policies, federal regulations and internal procedures and be able to advise PIs and division staff accordingly. Excellent communication skills are required. Requires a high degree of organization and time-management skills. Provides complete and accurate submission of data for the pre-award phase of proposals and resulting contracts and grants; includes data on sub awards, subaccounts, modifications, and extensions to grants assistant. Individual must be able to perform many tasks simultaneously. A high volume of paperwork flows through our office daily because of the size of our department. Individual must establish their own systems to meet all established deadlines and seek assistance when necessary. They must also develop plans to resolve problems/difficult situations. Individual must also have the ability to work with computer applications, and perform numerous mathematical calculations. Excellent organization and problem-solving skills. Must be able to properly collect data and report it to management for use in making strategic organizational decisions. Must be comfortable learning new and various software systems. Other duties as assigned by supervisor. 

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The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.


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Assignment Category Full-time regular
Job Classification Staff.Grants & Contracts Specialist III (Pre-Award)
Job Family Research
Job Sub-Family Grants & Contracts
Campus Pittsburgh
Minimum Education Level Required Bachelor's Degree
Minimum Years of Experience Required 2
Will this position accept substitution in lieu of education or experience?  Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.
Additional details about Required Licensure/Certification 5 year experience strongly preferred. Bachelor’s degree in business or equivalent work experience in a related field preferred. Prior University of Pittsburgh experience in pre-award administration is strongly preferred. Knowledge of Excel, Word and database management preferred. Demonstrated written and oral communication skills.
Work Schedule Monday - Friday 8:30am - 5pm
Work Arrangement Hybrid: Combination of On-Campus and Remote work as determined by the department.
Hiring Range TBD Based Upon Qualifications
Relocation Offered No
Visa Sponsorship Provided No
Background Check For position finalists, employment with the University will require successful completion of a background check
Child Protection Clearances Not Applicable
Required Documents Resume
Optional Documents Not Applicable
Essential Functions This senior level pre-award administrator position provides pre-award support to Principal Investigators seeking funding through a variety of federal agencies and non-federal organization. This position is responsible for directing the activities of grant accountants as it relates to pre-award activities. This position will also be responsible for oversight and execution of pre-award activities across multiple divisions in an academic and clinical department. Responsibilities include: - reviewing and preparing research proposals - review of agency guidelines, development of budgets, preparation of agency-specific forms, and processing of proposals through the Office of Research - providing analytical support in the review of grant and contract proposals - acting as a liaison between PI, Office of Research, and funding agency - assisting in the development of policies, procedures, and methods to handle unusual or complex situations
Physical Effort This is a fairly sedentary position and can be done remotely.

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