Job Description

Research Administrator, Post Award

• 10002989
  

• Fairfax, VA
  

• Classified Staff
  

• Opening on: Jul 29 2025
  

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Department: College of Science

Classification: Financial Svcs Specialist 1

Job Category: Classified Staff

Job Type: Full-Time

Work Schedule: Full-time (1.0 FTE, 40 hrs/wk)

Location: Fairfax, VA

Workplace Type: Hybrid Eligible

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The function of the Research Administration team, in the Office of the Dean, within the College of Science (COS), is to support faculty in proposal submission, financial management and compliance of their research grants and contracts in an efficient manner and with a customer-service focus.

George Mason University College of Science (Mason Science) is committed to advancing inclusive excellence and fostering an environment free from discrimination, harassment, and retaliation throughout our STEM community. At Mason Science, our values include cultivating an organizational culture that promotes belonging, respect, and civility. We believe that varied opinions, cultures, and perspectives are what provides vibrancy, innovation, and growth to an academic community. By prioritizing cultural responsiveness in academics, teaching, research, and global engagement, we strive to attract faculty and staff who exemplify the Mason Science mission and vision.

About the Position:

The Post Award Research Administrator is responsible for managing post-award activities in support of an assigned portfolio of grants and contracts within one or more units (i.e., school, department, division, institute, or center) using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Post-award activities include regular review, reconciliation, and projection of award finances, preparing adjustments and corrections to award budgets, preparing financial reports, and at the end of the award, ensuring all financial requirements have been met and closing out the award. The Post Award Research Administrator interacts regularly with and provides high quality customer service to faculty members conducting sponsored research. This position ensures adherence to quality standards and all policies and award regulations.

This position is expected to function with minimal oversight or supervision, be highly engaged with investigators, and collaborative with the Office of Sponsored Programs (OSP). This position is expected to demonstrate understanding, adoption, and adherence to Standard Operating Procedures (SOPs) and training.

Responsibilities:

• Reviews and reconciles award expenditures, budgets, and makes adjustments as necessary;


• Projects and forecasts future award expenditures;


• Reviews all expenditures to ensure they are allowable, allocable, and reasonable;


• Manages budget, reporting and compliance timelines through the lifecycle of the grant or contract;


• Communicates and meets with PIs on a regular basis regarding budget and expense adjustments and revisions;


• Completes financial reports to be sent to sponsor, as required by the award terms and conditions;


• Monitors compliance with agency and University regulations regarding reporting;


• Completes invoices for sponsor (for certain award types only);


• Assists PIs with non-financial report submissions, as necessary;


• Coordinates and submits requests for no cost extensions, carryover, budgeting requests, changes in scope, and other changes to the award;


• Ensures all requests are done in compliance with sponsor guidelines and University policies, and coordinates with pre-award counterparts as needed;


• Facilitates the approval of invoices to pay subcontractors, as needed;


• Reviews effort reports and manages quarterly effort certification process for assigned units;


• Applies federal and University rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards;


• Assists in transferring awards out of the university;


• Prepares funded projects for closeout for all funded projects consistent with University processes and timelines, and follows and adheres to defined business practices related to post-award functions;


• Works with Senior Post Award Research Administrators;


• Follows and adheres to processes and activities related to post-award functions;


• Performs post-award activities including assisting faculty/Pl in the financial, regulatory, and reporting of grant and contract awards;


• Develops related knowledge and skills;


• Upon award acceptance, defines account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations;


• Sets-up awards in financial system;


• Distributes award information to PIs, co-PIs, and relevant staff; and


• Coordinates with relevant individuals to adjust payroll for all budgeted positions (including relative cost sharing positions).

Required Qualifications:

• High school diploma or equivalent;


• Some experience related to grants and contracts management (generally 0-2 years);


• An appropriate combination of relevant education and/or work experience may be considered;


• Knowledge of federal rules, regulations, and University policies and procedures relating to research grant and/or contract activity;


• Knowledge of University processes, systems, and offices related to and/or involved in grant and contract submission and management;


• Knowledge of financial processes and controls including the reconciliation process;


• Knowledge of principles and processes for providing customer service;


• Skill in mathematics, financial management, and/or accounting, with the ability to analyze data and formulate conclusions;


• Excellent oral and written communication with fundamental, professional interpersonal skills, including skill in creating high quality written documents;


• Skill in the use of computers with solid working knowledge of MS Office Suite (Word, Excel, PowerPoint);


• Demonstrated ability to learn complex electronic systems and changing technologies related to grants and contracts management;


• Ability to proactively resolve problems and issues in a timely manner;


• Understanding of and ability to apply costing rules and regulations to federally funded projects;


• Understand and apply federal and University rules to management of effort allocation for individuals compensated whole or in part from federal awards;


• Ability to manage and prioritize multiple projects/tasks simultaneously;


• Work well under pressure and meet deadlines;


• Work independently with minimal supervision managing a large volume of complex awards;


• Ability to effectively manage research budgets, interpret allowable costs, and other specific financial issues;


• Ability to work collaboratively with other levels of post-award specialists to solve problems, answer questions, and give guidance on post-award activities and other grants management topics on a daily basis;


• interact and communicate with senior leadership and communicate effectively with colleagues and peers;


• Work collaboratively with colleagues to solve questions and challenges in their daily work; and


• Performs other related duties as assigned.

Preferred Qualifications:

• Bachelor's degree in related field;


• Experience in Sponsored Programs Administration or related field preferred; and


• Knowledge of the Banner Financial system, or demonstrated ability to learn complex electronic systems.

Job Tags

Part time, Full time, Contract work, For subcontractor, Work experience placement,

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