Job Summary

Pre & Post Award Research AdministratorPhysical OceanographyAdministrative Associate level I/IIWoods Hole Oceanographic Institution (WHOI) is seeking a Pre- and Post-Award Administrator to work in the Physical Oceanography (PO) Department. This is a regular, full-time, exempt position, and is eligible for full benefits. The Administrator will be responsible for working with Principal Investigators (PIs) and staff to manage pre- and post-award processes. Administrative support and financial management will include working with a portfolio (PIs), working on the full lifecycle of awards from proposal submissions through post-award activities, ensuring compliance with agencies and institutional regulations, policies, terms and conditions. Working within a world-renowned organization, the work is fast-paced and complex, and requires excellent organizational, critical thinking, problem solving, and interpersonal skills. A preference will be given to those who have experience working closely with federally funded scientists in an academic research environment.

Essential Functions

· Provides key support for the department in working on the full lifecycle of grants and contracts: preparing proposals for submission to overseeing aspects of post-award management.· Prepares proposal submissions to agencies for federal grants and contracts, as well as WHOI internal awards; with guidance from Grant and Contract Lead and Pre-Award Manager in PO, coordinates all aspects of the proposal submission.· Transitions funded grants and contracts from pre- to post-award in an organized and collaborative process working with departmental, institutional, and central office staff.· Conducts an initial review of award; Ensures they are correctly assigned and help ensure oversight of the award compliance and deliverables. Distributes award notices to the research staff and internal counterparts. · Generates instructions and corresponding detailed guidelines for the full lifecycle of the award and maintains contact with each Principal Investigator. · Assists in monitoring award budget status and identifies spending patterns within those awards; keeps track of possible issues with charges and alert responsible counterparts. Reconcile sponsored project expenses against financial systems, track cost share expenses, and forecast budget balances.· Facilitates set-up of subrecipient agreements: monitors execution, invoicing, and compliance, reconciles accounts.· Works on Current and Pending reports used in proposals and uses the NSF 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.

Education & Experience

· Bachelor’s degree with 3‐5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.

Special Requirements

Skills and Abilities

· Ability to function as a team member while taking initiative and ownership of assigned duties and projects. Self-motivated and proactive in resolving issues, with ability to multi-task and prioritize workload.· Strong customer service focus with the ability to interact and collaborate with diverse internal and external constituents.· Demonstrated critical thinking skills. Ability to read, analyze, interpret, negotiate, and manage complex documents, federal contracts, and agreements.· Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.· Experience supporting scientists and engineers in the areas of federal and non-federal contract administration. Knowledge and experience working with diverse funding agencies and sponsors.· Knowledge of research administration methodologies, practices, and policies, including federal regulations and statutes. Familiarity with research.gov, grants.gov, nspires, etc. is preferred. · Facility with budgeting and reporting using Microsoft Excel.· Demonstrated intermediate/advanced level proficiency with the use of Microsoft Office applications (e.g. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (OneSolution, PeopleSoft, SAP, etc.) on PC and/or Macintosh platforms.· Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.· Demonstrated interpersonal, written, and verbal communication skills.· Aptitude and interest in learning new systems and databases.· Demonstrated ability to produce and maintain accurate data and records.· Can work independently as well as in a team environment to provide solutions for improved workflow of tasks related to a large and diverse scientific community.

Physical Requirements

as required