Pre-Award Grant Administrator

Georgetown University comprises two unique campuses in the nation’s capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world.

Requirements

The Pre-Award Grant Administrator is responsible for reviewing, negotiating and administering incoming externally-funded research grants and contracts. This position will serve as the primary liaison with external sponsors for research grant agreements, both for initial awards and modifications. The Pre-Award Grant Administrator will be responsible for setting up new awards and processing changes to existing awards in Georgetown’s financial system. This position supports the researchers of Cluster 3, which includes the schools of public policy and law within the University’s Main Campus. The Pre-Award Grant Administrator must be capable of independently working through their own deadlines. The position will support all contracting and grant database management aspects of a sponsored research award that may be involved along the grant lifecycle from cradle to grave including: proposal submission, award set-up, award management and assistance with closeout activities. Additional duties include, but are not limited to:

Award Review, Negotiation, and Execution

• Receive, process, and execute extramural awards, developing teaming agreements and memoranda of understanding if applicable.

• Negotiate terms and conditions of agreements in alignment with university policy for various sponsors, including foundation/private, industry, non-profit, regional/local government, federal, and international entities

• Perform various compliance checks, serving as the University liaison and interacting directly with external sponsors.

• If required, complete and submit award acceptance-related tasks in external sponsors’ grant portals, such as due diligence/LOI forms, payment information, and vendor database registration.

• Coordinate with the PI, program/department faculty and staff, and other relevant research administration resources (e.g., general counsel) as appropriate.

• Cultivate strong, customer-oriented relationships with all internal and external partners.

Award Setup in Internal System

• Complete the “Award Set Up” compliance actions within Georgetown’s internal proposal approval routing system, GU-Pass.

• Set up the award in Georgetown’s financial system (GMS – Workday) and maintain the new award in the system throughout the grant life cycle, including modifications and close out.

• Create new subawards in GMS, coordinating with the Grant Manager to ensure the budget is updated properly to reallocate funds, and all F&A rate exceptions and cost basis limits for each subaward are accurately mapped in GMS.

• Troubleshoot and help resolve GMS award administration issues in collaboration with JORA colleagues and other supporting departments.

Subaward Set Up

• Receive subaward requests from CRA and/or Grants Manger within the cluster, and review the award and documentation submitted to ensure the request is in compliance with the award.

• Complete the subrecipient monitoring and document the process in GU-Pass.

• Draft subaward agreement, send the document to the subrecipient institution, negotiate as appropriate, and once the subrecipient signs, obtain signature from the Sr. CRA for final execution.

• Work within the Subaward module in the GU-Pass system to route and document updates throughout the process.

• Communicate the status of the subaward to the CRA and Grants Manager.

Work Interactions

The Pre-Award Grant Administrator reports directly to their Cluster Research Administrator.  This position works closely with the Sr. Pre-Award Grant Administrator, with other staff members in their Cluster, and with other Pre-Award Grant Administrators across JORA. This position also works with those staff supporting proposal and post-award activities in other collaborating offices, in order to ensure that awards are complete, accurate and in compliance with sponsor and institutional regulations, policies and guidelines.

The approved salary range for this position is $65,000 - $68,000 annually.

Requirements and Qualifications

• Bachelor’s degree

• 3 to 5 years of progressively responsible experience in a university or other non-profit grants management role

• Demonstrated skill in reviewing and negotiating incoming contract agreements, preferably for sponsored research awards

• Knowledge of a variety of sponsored research funding mechanisms, including via federal agencies (NIH, NSF, DOD, DOJ, etc), non-federal governments (state, county, municipality, etc), international entities, industry, foundations/private, and non-profit organizations

• Flexible and adaptable to accommodate ongoing changes to internal and external policies

• Facility with creative problem-solving and navigating unique contract-related challenges

• Capacity to establish clear priorities and multi-task in a high-volume setting with the ability to work quickly and effectively under pressure

• Experience with outgoing subawards and related compliance requirements

• Proficiency with financial systems, accounting, and cost accounting standards as they pertain to grants and contracts management

• Aptitude with software products including Excel, Adobe Acrobat Professional and DocuSign

• Skill in fostering a collaborative, customer-oriented working environment where there are multiple customers with competing priorities

• Professional communication style, with an ability to cultivate good relationships with external sponsors

• Certified Research Administration (CRA), Certified Pre-Award Research Administration (CPRA) and/or Certified Financial Research Administration (CFRA) preferred

• Familiarity with Workday preferred

Work Mode Designation

This position has been designated as Telework. Please note that work mode designations are regularly reviewed in order to meet the evolving needs of the University.  Such review may necessitate a change to a position’s mode of work designation. Complete details about Georgetown University’s mode of work designations for staff and AAP positions can be found on the Department of Human Resources website: https://hr.georgetown.edu/mode-of-work-designation.

Pay Range:

The projected salary or hourly pay range for this position which represents the full range of anticipated compensation is:

Compensation is determined by a number of factors including, but not limited to, the candidate’s individual qualifications, experience, education, skills, and certifications, as well as the University’s business needs and external factors.

Current Georgetown Employees:

If you currently work at Georgetown University, please exit this website and login to GMS (gms.georgetown.edu) using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a resume for each position of interest for which you believe you are qualified. Documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

Benefits:

Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options. You can learn more about benefits and eligibility on the Department of Human Resources website.