Pre-Award Research Administrator
Company: George Mason University
Location: Fairfax
Posted on: April 26, 2024
Job Description:
Pre-Award Research Administrator
10000740
Fairfax, VA
Classified Staff
Opening on: Feb 12 2024
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Department: College of Humanities and Social Sciences
Classification: Financial Svcs Specialist 1
Job Category: Classified Staff
Job Type: Full-Time
Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)
Location: Fairfax, VA
Workplace Type: Hybrid Eligible
Pay Band: 04
Salary: Salary commensurate with education and experience
Criminal Background Check: Yes
About the Department:
The College of Humanities and Social Sciences (CHSS) is the largest
college at Mason. It offers 19 undergraduate majors, 65 minors, 10
doctoral degrees, 18 master's degrees and 13 graduate certificates.
CHSS has 400 full-time faculty, 100 staff, 400 graduate assistants
and 200 part-time faculty. The faculty and staff are highly active
in research, with $15-$20 million receive in external research
funding each year. The College of Humanities and Social Sciences
provides a broad and integrative liberal arts education through
both the Mason core curriculum and also through the college's
majors and minors. The college prepares students well for both
civically engaged and financially successful lives.
About the Position:
The primary purpose of this position is to provide CHSS researchers
with direct pre-award research administration support as they
develop and submit proposals to external sponsors to support their
research, scholarship and creative works (RSCW). This position
works with faculty to assist in all aspects of proposal
development. This work includes identifying funding opportunities,
reviewing the program announcement, preparing checklists, working
with faculty on budget development, budget justifications and all
technical aspects of proposal submission to ensure that proposal
submissions meet department, CHSS, university and sponsor
guidelines.
Responsibilities:
- Perform pre-proposal activities for a unit (department, program
or research center) within the College of Humanities and Social
Sciences. Pre-proposal activities include, but are not limited
to:
- Assist researchers/PIs in the cultivation of interest in
external funding and the identification of funding sources and
Requests for Proposals (RFPs);
- Consults with faculty to understand their research, provide
guidance to help them identify appropriate funding opportunities;
and
- Tracks consults in the school tracking system to be
developed.
- Performs pre-award activities including:
- Developing proposal submission timelines and checklists to aid
proposal development, and ensure proposals meet deadlines for
internal review and submission;
- Advise the PI on administrative requirements in preparing
proposal submissions; compiling proposal documents, and uploading
proposal documents so that application packages are in the proper
format;
- Ensure all applications meet agency and university guidelines
and published time tables and deadlines;
- Advise PI or department administrators on practical approaches
for successful research proposal submissions;
- Ensure sponsor guidelines are acquired and terms and conditions
are carefully reviewed in a timely manner;
- Ensure checklists are prepared to clearly communicate sponsor
requirement to PI; and
- When required, contract transmittal letters documenting
university policies with respect to contractual issues and
financial considerations are prepared according to Mason
contracting guidelines with input/guidance from OSP contracting
staff. Proposal transmittal letters with exceptions noted (as
applicable) are drafted for approval and signature of AOR.
- Works with PI to create budgets that accurately reflect the
effort and resource commitments of each proposal:
- Reviews budget with PI to ensure adequate funding request is
made for project; appropriate F&A rates are applied; fiscal and
operational aspects of proposed and awarded projects are clarified;
potential administrative concerns (F&A distribution,
cost-sharing, allowable/unallowable cost considerations) are
brought to the attention of the CHSS Associate/Director of
Pre-Award Research Administration and OSP for resolution;
- Ensure budget justifications, with institutional rates/charges
explained, are reviewed for adherence to proposed budget;
- If subrecipients or consultants will be included on the project
ensure all information is gathered prior to submission;
- Ensures costs are allowable, appropriate rates are applied,
cost share issues are resolved and that budget and budget
justification are finalized in time to complete the internal review
process before submission to the sponsor;
- Budget is prepared using Mason budget format and additional
budget forms (if required by sponsor) are completed
accordingly;
- Electronic files are labeled and saved appropriately for
team/office accessibility;
- Ensure congruency between budget and budget
justification;
- Ensure sub-award packets are reviewed for completeness and have
agency AOR signature; and
- Monitor compliance with agency and university regulations
regarding submission; verify all financial information to include
application of the appropriate Facilities & Administration
(F&A) rate for the project.
- Effectively prioritizes each aspect of proposal
preparation:
- Coordinate and review certain proposal elements (biosketches
and facilities & resources) for consistency, accuracy, and
completeness;
- Review proposals for consistency with sponsor guidelines on
budget, format, font size, page limits, excluding narrative content
(obtain and review sponsor guidelines);
- Assist with assembling the final proposal package to ensure
successful integration of all components of the
application;
- Enter data in the Research Administration Project Management
System (RAMP) and sponsor proposal systems as required;
- Ensure proposals are entered and routed in a timely manner for
further review by School and OSP; and
- Thoroughly and accurately complete assembly of submission
packet. Ensure, all documents are routed to meet institutional time
requirements. Confirm the proposal submission is recorded.
- Works closely with the post award team to ensure a smooth
transition from pre-award to post award, thereby providing high
quality services throughout the sponsored life cycle:
- The RA provides effective and efficient workflows and adhere to
quality standards; and
- The RA is responsible for contributing to the college goal of
providing high-quality services for sponsored projects,
specifically with the transition of pre-award to post award.
- Collates current and pending information (as required by
sponsor) or for Just in Time requests; for PI and Senior/key
personnel. Puts into correct format; then seeks PI
approval;
- Communicates well with PI and all partners on the grant
submission, including OSP other departments and outside
collaborators, in a clear and professional manner;
- Ensures all proposal documents are saved according to school
process;
- Performs additional tasks as needed;
- Ensures all proposal documents are completed accurately and
stored in the appropriate folder locations;
- Represents CHSS in a professional manner and provide assistance
within other areas as requested by the supervisor; remaining
flexible and positive to assisting on special projects as
required.
Required Qualifications:
- High school diploma or equivalent;
- Considerable (generally three or more years) demonstrated
work-related experience, with sponsored projects and contract
research proposal submissions;
- Experience creating proposal budgets and working with faculty
members on revisions as needed;
- Knowledge of federal rules and regulations relating to research
grant and/or contract activity;
- Knowledge of University policies and procedures relating to
grant and contracts activity;
- Knowledge of University processes, systems and offices related
to and/or involved in grant and contract submission and
management;
- Knowledge of best practices in sponsored research to facilitate
successful pre-award research administration;
- Proficient in the use of Microsoft Office Suite;
- Excellent oral and written communication skills, with the
ability to clearly and effectively answer questions from faculty,
staff and other customers;
- Demonstrated ability to research, investigate, analyze and
interpret proposal requirements;
- Ability to review, interpret and apply federal, university and
sponsor rules and regulations to assigned projects;
- Ability to be precise, detail oriented and reliable, work
independently, and adapt to frequent changes in work
assignments;
- Excellent organizational and interpersonal skills; and
- Ability to work effectively and respectfully as part of a
team.
Preferred Qualifications:
- Bachelor's degree in related field;
- Considerable (generally three or more years) experience working
in a university environment, working with externally funded
research projects;
- Basic understanding of conflict of interest, human subject and
vertebrate animals and biohazards compliance regulations;
and
- Knowledge of OMB cost principles and Uniform Guidance 2CFR
200.
Instructions to Applicants:
For full consideration, applicants must apply for Pre-Award
Research Administrator at https://jobs.gmu.edu/. Complete and
submit the online application to include three professional
references with contact information, and provide a cover letter and
resume.
Posting Open Date: February 12, 2024
For Full Consideration, Apply by: March 1, 2024
Open Until Filled?: Yes
Keywords: George Mason University, Washington DC , Pre-Award Research Administrator, Other , Fairfax, DC
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