Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Pre-Award Research Administrator. This is a regular, full-time, exempt position, and is eligible for full benefits. This position offers flexibility with hybrid (partially remote) or fully on-campus work arrangements.

Reporting to the Pre-Award Manager, this role supports a portfolio of Principal Investigators (PIs) engaged in research. The successful candidate will build and maintain strong working relationships with the Grants and Contracts Services (GCS) PreAward team throughout the PreAward process. This position requires excellent analytical, problem-solving, and interpersonal skills, demonstrated through close collaboration with federally funded scientists and engineers in an academic research environment. Experience with both grant and contract submissions, as well as familiarity with a wide range of funding agencies, foundations, and industry sponsors, is highly desirable.

The internal title will be Administrative Associate I or Administrative Associate II.

Job Description

Essential Functions

• Manages & monitors pre-award activities for a portfolio of PIs, including review of funding opportunities, preparation & submission of proposals, and award set up.

• Critically evaluates proposal solicitations to identify proposal components, compliance requirements, and due dates.

• Establishes deadlines to ensure compliance with the Department and GCS policies and procedures for proposal submissions.

• Communicates policies and procedures to internal and external customers and works collaboratively to facilitate the proposal preparation, review, approval and submission process.

• Prepares federal, non-federal, and internal research funding proposals, including grants, contracts, cooperative agreements and subawards working closely with principal investigators (PIs), sponsors, and relevant internal and external contacts.  

• Develop budgets and justifications that align with the needs of the projects and comply with federal regulations; verify all financial information to include application of the appropriate rates.

• Coordinates and reviews standard proposal elements (biosketches and facilities & resources information) for consistency, accuracy, and completeness.

• Initiates electronic applications in different web-based proposal submission portals and uploads relevant documents to complete grant applications.

• Monitors and facilitates proposal process through workflow routing process in compliance with Institutional procedures.

• Serves as a PI liaison with sponsors, fostering ongoing relationships.

• Knowledgeable in applicable sponsor rules, regulations and policies.

• Prepares and submits documents in an accurate and timely manner. 

• Cultivates relationships and communicates regularly with research administration officials at collaborating institutions.

• Coordinating with post-award managers when necessary for an accurate transition from a budgeted to an approved award utilizing the departments' monitoring mechanisms; disseminating information about the award terms and proactively participating in rebudgeting and re-submission to agencies efforts as necessary.

REQUIRED QUALIFICATIONS

EDUCATION

• Bachelor’s degree with 3‐5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.

• Working knowledge of Federal OMB Uniform Guidance (2 CFR 200) and Federal Acquisitions Regulations (FAR), as well as export controls such as ITAR / EAR.

EXPERIENCE, SKILLS, ABILITIES

• Ability to function as a team member while taking initiative and ownership of assigned duties and projects. Self-motivated and proactive in resolving issues, with ability to multi-task and prioritize workload.

• Experience supporting scientists and engineers in the areas of federal and non-federal research administration. Knowledge and experience working with a broad spectrum of funding agencies, foundations, and industry sponsors.

• Strong customer service focus with the ability to interact and collaborate with diverse internal and external constituents.

• Demonstrated critical thinking skills. Ability to read, analyze, interpret, and manage complex documents and agreements.

• Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.

• Demonstrated knowledge of research administration methodologies, practices, and policies, including Federal Acquisition Regulations (FAR/DFAR), Code of Federal Regulations (CFR), conflict of interest requirements, publication rights, export controls, application of indirect cost rates and other complex concepts in research administration.

• Demonstrated intermediate level proficiency with the use of Microsoft Office applications (i.e. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (Workday, PeopleSoft, SAP, etc.) on PC and/or Macintosh platforms.

• Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.

• Demonstrated interpersonal, written and verbal communication skills.

PREFERRED QUALIFICATIONS

• Workday Grants Management Experience preferred

• Experience with award setup & sponsor invoicing within Workday

• Experience with federal contract proposal submissions (including IDIQ, CPFF, FFP, DoD)

• Experience managing full life cycle research administration, including pre-award proposal development, submission, award negotiation, and post-award financial and compliance oversight

US Citizenship Required

Additional Job Requirements

Salary Range:

Administrative Associate I: $70,963 - $91,796

Administrative Associate II: $79,565 - $103,133

The salary range provided for this position reflects the expected minimum and maximum base pay for new hires. Actual level placement and compensation will be determined based on factors such as relevant skills, experience, and qualifications, as well as internal equity and market conditions. In addition to base salary, eligible employees also receive a comprehensive benefits package.

WHOI accepts applications on a rolling basis - applications will be reviewed as they are received, and we encourage you to submit your application as soon as possible to ensure full consideration. While we will continue to review applications until the position is filled, and early applicants may have an advantage in the selection process.