Job description
Position Information
Present Position Number
00381V
Role Code Title
Financial Specialist II
Position Title
Sponsored Programs Administrator
Unit Mission Statement
The Office of Sponsored Programs (OSP) partners with researchers across the institution to provide the best opportunity for researchers to be successful with obtaining and managing external awards.
OSP does this by facilitating all aspects of proposal submission, providing in-depth knowledge of and expertise in both pre and post award services, ultimately serving as stewards for the Institute’s overall research efforts.
OSP does this by facilitating all aspects of proposal submission, providing in-depth knowledge of and expertise in both pre and post award services, ultimately serving as stewards for the Institute’s overall research efforts.
Position Summary
Virginia Institute Marine Science (VIMS) Office of Sponsored Programs (OSP) is charged with management of all pre-award and post-award activities associated with extramural funding requested and received in support of the institution’s tri-partite missions of research, education, and advisory service
There are five (5) Sponsored Programs Administrators dedicated to supporting the externally sponsored research programs of VIMS. Each Administrator assists researchers in preparing and submitting research proposals, ensures proper stewardship of financial resources by monitoring and managing Sponsored Programs accounts, and verifies compliance with all federal, state, institutional, and award-specific regulations and guidelines.
Core responsibilities of the position includes:
Pre Award Services:
There are five (5) Sponsored Programs Administrators dedicated to supporting the externally sponsored research programs of VIMS. Each Administrator assists researchers in preparing and submitting research proposals, ensures proper stewardship of financial resources by monitoring and managing Sponsored Programs accounts, and verifies compliance with all federal, state, institutional, and award-specific regulations and guidelines.
Core responsibilities of the position includes:
Pre Award Services:
- Reviews sponsor guidelines for proposal requirements and agency specific conditions that may be outside of standard requirements.
- Assists principal investigators in the preparation of proposal budgets to reflect full effort and cost of proposed research. Verifies any cost-sharing as required by the sponsor.
- Works with partnering institutions to secure all necessary subcontract and/or sub award documentation.
- Prepares sponsor related administrative forms.
- Prepares and reviews final proposal package to ensure all administrative requirements have been met, including securing any regulatory compliance approvals.
- Submits final proposal to the Institute’s AOR. If proposal is funded, partners with sponsoring agency to successfully negotiate award/contract terms and conditions that are acceptable to both parties.
Post Award Services:
- Updates sponsored programs database to reflect that a new award has been received. Sends out award notification to principal investigator and other administrative personnel.
- Ensures proper establishment of the new account(s) in the financial system and load the award budget.
- Monitors financial status regularly. This includes the review and approval/ disapproval of procurement requisitions, travel authorizations, and service center charges to ensure that grant expenditures are allocable to the project, reasonable, and consistently treated. Coordinates with departmental fiscal personnel and principal investigators to ensure that personnel time and effort allocations are accurately reported for each project on a quarterly basis; and alerts senior administration and departmental personnel of potential issues.
- Prepares and submits invoices, cash requests, and financial reports in a timely manner in accordance with award requirements.
Close Out:
- Manages close out process. Once an award has concluded (ensures all reports – financial and technical) have been submitted to the sponsor.
- Retains all required records according to retention schedule.
Required Qualifications
EDUCATION:
Bachelor’s degree in a related field or an equivalent combination of education and experience.
COMPETENCIES:
Bachelor’s degree in a related field or an equivalent combination of education and experience.
COMPETENCIES:
- Demonstrated knowledge of federal, state and sponsor rules and regulations related to grants and contracts.
- Strong working proficiency of a variety of computer applications to include advanced knowledge of automated accounting / financial systems.
- Proven ability to work in a fast-paced environment, independently, resolve issues effectively and exercise sound judgment when making decisions.
- Strong oral and written communication skills with the ability to communicate with a varied constituency (e.g., senior faculty researchers, technical staff, students, departmental fiscal personnel, and representatives from external agencies).
- Strong organizational skills, with the demonstrated ability to successfully manage multiple priorities concurrently with competing deadlines.
EXPERIENCE:
- Demonstrated experience in accounting, finance, or research administration.
- Proven experience using an automated financial or accounting system.
Preferred Qualifications
EDUCATION:
Bachelor’s degree in accounting, finance, business or other closely related field is highly desirable.
COMPETENCIES:
Bachelor’s degree in accounting, finance, business or other closely related field is highly desirable.
COMPETENCIES:
- Demonstrated knowledge of federal regulations governing grants/contracts including 2 CFR 200 (Uniformed Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) and Federal Acquisition Regulations (FAR), with the demonstrated ability to interpret guidelines, regulations and complex documents and apply policies and procedures.
- Strong proficiency with web-based proposal, payment and awards management systems (e.g.,FastLane, grants.gov) or other similar web based applications is highly desirable.
- Knowledge of Commonwealth of VA state university policies.
- Strong proficiency in a variety of computer applications to include advanced knowledge of university accounting systems is a plus.
EXPERIENCE: - Demonstrated experience in sponsored programs administration at an institution of higher education is highly preferred.
- Experience using Banner (finance /accounting module) and/or Cayuse is highly desirable.
Advertised Pay Range
Commensurate with experience.
Department
121500 Office of Sponsored Programs
Location
VIMS - Gloucester
Is the position remote work eligible?
Hybrid (works remotely at least 1 day per week but not full-time)
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
University Salary Range
U10
Job Open Date
04/03/2023
Review Begin Date
Job Close Date
04/17/2023
Open Until Filled
No
Employment Category
Full Time Operational
FLSA
Exempt
Position Term
12 Month - Continuing
Special Application Instructions
This position will offer a $5,000 sign-on bonus as well as relocation assistance.
Two positions will be filled from this posting.
Two positions will be filled from this posting.
Conditions of Employment
- This position is subject to additional hours beyond the typical work day/week to meet the changing business needs.
- This position is subject to occasional travel.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.
Background Check Statement
William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/hr/currentemployees/benefits/index.php
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/hr/currentemployees/benefits/index.php
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