Sponsored Programs Administrator

Sponsored Programs Administrator (Open) William & Mary’s Office of Sponsored Programs (OSP) invites applicants for their Sponsored Programs Administrator position. OSP is charged with the management of all pre‑award and post‑award activities associated with extramural funding requested and received. The Sponsored Programs Administrator assists researchers in preparing and submitting research proposals, ensuring proper stewardship of financial resources, and verifying compliance with federal, state, institutional, and award‑specific regulations and guidelines. Core Responsibilities Reviewing proposal requirements and agency‑specific conditions, assisting prime investigators in preparing proposal budgets, securing subcontract/sub‑award documentation, and ensuring all administrative requirements have been met prior to final submission. Updating the database to reflect awards received, establishing accounts in the financial system, loading award budgets, and yearly monitoring the financial status. Preparing and submitting invoices, cash requests, and financial reports in a timely manner. Managing the close‑out process once an award has concluded, ensuring all reports—financial and technical—have been submitted to the sponsor and retaining all required records. Job Duties 30% - Award Monitoring: Monitor financial status and integrity of grant/contract award accounts, review procurement documents, coordinate with departmental budget staff, review accounts monthly, alert senior level officials of potential funding problems, and confirm contribution of mandatory cost‑share for each award. 25% - Financial Reporting: Prepare and submit billings and financial reports in a timely manner, utilize university enterprise accounting system, and research and submit specialized reports for specific agencies. 25% - Proposal Assistance and Submission: Assist principal investigators in the preparation of proposal budgets that reflect full effort and cost of proposed research, review proposal work statements for clarity and compliance, collect data necessary for project tracking, and remain current with proposal submission procedures. 15% - Contract Oversight: Review award instruments for conflicts with governing law, negotiate with funding agencies to amend terms, monitor non‑financial compliance, and prepare sub‑recipient and sub‑contract documents. 5% - Account Maintenance: Initiate, maintain, and update accounts as needed in the financial system and internal database. Qualifications Required Qualifications Bachelor’s degree in a related field or an equivalent combination of education and experience. Typically 2‑4 years of experience in accounting, finance, or research administration. Proven experience using an automated financial or accounting system. Demonstrated knowledge of federal, state, and sponsor rules and regulations related to grants and contracts. Strong working proficiency in a variety of computer applications, including 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. Strong organizational skills, with the demonstrated ability to manage multiple priorities concurrently. Preferred Qualifications Bachelor’s degree in accounting, finance, business, or another closely related field. Experience in sponsored programs administration at an institution of higher education. Experience using Banner or Workday (finance/accounting module) and/or Cayuse. Knowledge of federal regulations governing grants/contracts, including 2 CFR 200 and Federal Acquisition Regulations (FAR). Proficiency with web‑based proposal, payment, and awards management systems such as FastLane or grants.gov. Knowledge of Commonwealth of Virginia state university policies. Advanced knowledge of university accounting systems is a plus. Conditions of Employment Position is subject to additional hours beyond the typical work day/week to meet changing business needs. Position is subject to occasional travel. Salary Hiring Range: $70,000 – $75,500 commensurate with experience. EEO Statement EEO is the Law. William & Mary is an equal opportunity employer. Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the Know Your Rights poster published by the U.S. Equal Employment Opportunity Commission. #J-18808-Ljbffr WM001 William & Mary