Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Departmental Post Award Administrator to work within the Marine Chemistry & Geochemistry (MCG) Department. This position will have the opportunity to be hybrid (partially remote) or fully on-campus. This is a regular, full-time, exempt position, and is eligible for full benefits. Reporting to the Department Administrator, in support of a portfolio of Principal Investigators (PI’s) and maintaining a strong working relationship with the Grant and Contracts Services (GCS) Office. This position provides support in research administration, regulatory compliance, and financial management, including all aspects post-award administration, in a fast-paced, dynamic program. The ideal candidate has excellent organizational, problem solving and interpersonal skills as demonstrated by working closely with federally funded scientists and engineers in an academic research environment. 

Essential Functions

• Is responsible for the set-up of subrecipient agreements, monitor execution, invoicing and compliance, and close-out agreements and reconcile accounts at contract end;
• Is responsible for progress reports, monitoring and reporting to internal stakeholders and sponsors, as well as closeouts;
• Reconciles sponsored project expenses against university financial systems, track cost share expenses, and forecast budget balances; liaises with finance and procurement to ensure timely invoicing and payments;
• Transitions funded grants and contracts from pre- to post-award in an organized and collaborative process working with departmental, institutional and central office staff. Conduct an initial review of award. Ensure it is correctly assigned and help insure oversight of the award compliance and deliverables. Distribute award notices to the research staff and internal counterparts;
• Generates instructions and corresponding detailed guidelines for the full lifecycle of the award and maintain contact with each Principal Investigator;
• Monitors award budget status and identify spending patterns within those awards, keeping track of possible issues with charges and alert responsible counterparts;
• Leads the year end closing processes on cost centers and projects to ensure compliance with institution policies;
• Is the backup on developing and ensuring the proper submission of Current and Pending paperwork used in all proposals, using the government required system, SciENcv;
• Assists with the management & monitoring of post award activities for a portfolio of PI’s, including prior approvals, review of award modification requests, and possible contract funding shifts;
• Assists with pre award support for the department with respect to processing proposals for submission to numerous agencies for federal grants and contracts when needed;
• Takes a leadership role effectively working with internal and external constituents; interacts effectively with others in identification and resolution of problems.

Education & Experience

• Bachelor’s degree with 3‐5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.
• Working knowledge of Federal OMB Uniform Guidance (2 CFR 200)

Special Requirements

None

Physical Requirements

This position will be largely sedentary and will require a majority of time spent at a computer. Vision and dexterity abilites necessary to work in these conditions are required. Must be able to work in a group and alone.

Sea Duty

None