Title: Grants and Contracts Administrator Post-Award
Agency: VP FOR RESEARCH
Location: Norfolk, VA
FLSA: Exempt
Hiring Range:
Full Time or Part Time:
Additional Detail
Job Description:
The primary purpose of the position is to interpret award notices and budgets, negotiation of agreements, monitor project spending, prepare required documentation, and facilitate effective communication between faculty, sponsors, and internal stakeholders. The Grants and Contracts Administrator supports investigators in managing the fiscal and administrative aspects of sponsored projects from award inception to closeout.
This role is responsible for independently overseeing a portfolio of projects of varying complexity, including initiating project setups and closeouts, processing budget revisions and no-cost extensions, and ensuring compliance with sponsor and institutional regulations. The Administrator serves as a primary liaison to faculty and funding agencies, providing guidance on project administration, re-budgeting actions, personnel changes, and regulatory compliance (e.g., export control, IRB, IACUC).
This position emphasizes proactive customer service, timely processing of transactions, and clear communication to support investigators in meeting reporting and deliverable obligations. The Administrator also maintains accurate project documentation and represents the institution in sponsor and internal meetings. Ability to tell when something is wrong or is likely to go wrong. Resolving, or proposing solutions toward resolving problems in consultation with mentor or other more experienced colleagues. Additionally, using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
o Working knowledge of project lifecycle activities related to externally funded research (e.g., project setup, closeout, reporting, or compliance tracking).
o Working knowledge of Microsoft Office applications, with considerable skill using Excel for financial or data tracking purposes.
o Basic knowledge of budgeting principles and expenditure reconciliation.
o Working knowledge of effective professional communication and customer service in a research or administrative setting.
o Basic knowledge of institutional or agency policies related to business operations or research.
o Master’s degree in business administration, public administration, finance, accounting, or a related field. Or a bachelor’s degree with related working experience equivalent to a master’s degree in the preceding fields of study.
o Prior related working experience in research administration, sponsored programs, contract administration, or a related administrative field.
Additional Considerations:
Education or Training (Major Area of Study):
o Master’s degree in research administration, grant management, compliance, or contract law is preferred.
Level and Type of Experience:
o Considerable experience supporting sponsored research projects or grants administration, including budget tracking or compliance reporting.
o Considerable knowledge of university or nonprofit research operations is desirable.
Specific Knowledge, Skills, and Abilities:
o Comprehensive knowledge of federal regulations governing sponsored programs (e.g., Uniform Guidance, FAR, DFAR, export controls).
o Experience with enterprise research or financial systems (e.g., Banner, Cayuse, or similar) is desirable.
o Working knowledge of proposal development and sponsor submission requirements.
