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Sponsored Programs Administrator

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Position Information

Position Information

Present Position Number FP111V
Role Code Title Prof/Lecturer/11-12Mth
Position Title Sponsored Programs Administrator
Position Summary

The Office of Sponsored Programs (OSP) at the Virginia Institute of Marine Science partners with researchers across the institution to provide the best opportunity for researchers to be successful with obtaining and managing external awards.

The Office Of Sponsored Programs is seeking highly motivated, experienced applicants for the position of Sponsored Programs Administrator. The ideal candidate will possess a strong background in research administration, with a commitment to teamwork and excellence. Proven ability to work independently and exercise sound judgment, taking appropriate levels of initiative.


There are five 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 include:

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 packages 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, works 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 loads the award budget.
  • Monitors financial status regularly. Reviews 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. 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 – has been submitted to the sponsor.
  • Retains all required records according to retention schedule.
Required Qualifications

Bachelor’s degree in a related field or an equivalent combination of education and experience.


  • 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.


  • Demonstrated experience in accounting, finance, or research administration.
  • Proven experience using an automated financial or accounting system.
Preferred Qualifications


  • 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, 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.


  • Demonstrated experience in sponsored programs administration at an institution of higher education is highly preferred.
  • Experience using Banner (finance /accounting module) is highly desirable.
Advertised Pay Range Up to $50,000 commensurate with experience.
Department Office of Sponsored Programs - 121500
Location VIMS - Gloucester
University Salary Range

Job Open Date 09/01/2017
Review Begin Date 09/22/2017
Job Close Date
Open Until Filled Yes
Employment Category Professional FT
Position Term 12-Month
Special Application Instructions
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

The College of William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The College is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.

Background Check Statement

The College of 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.

Supplemental Question

Required fields are indicated with an asterisk (*).

Supplemental Documents

Required Documents
  1. Resume/Curriculum Vitae
  2. Cover Letter
Optional Documents
  1. Other Doc