Job Listings

(Hybrid) Grants Administrator - Office of Research and Graduate Education - Health Sciences Center

West Virginia University
Job Location:
Sponsored Programs, Grants, and Contracts


The Office of Research and Graduate Education in the Health Sciences Center at West Virginia University is currently accepting applications for a (Hybrid) Grants Administrator. 

About the Opportunity

As a (Hybrid) Grants Administrator, you will manage and provide centralized grant administrative support to HSC Departments through developing strategies to meet and improve the organization's goals. You will be responsible for providing management and oversight of daily pre- and post-award grants administration to members of the HSC community, with a special emphasis on pre-award support for complex program, center and training award mechanisms (T32s, P20s, P50s, etc.). This position will report to the Director of HSC Pre- and Post-Award and will serve as part of the HSC Shared Services unit for centralized Grants Administration. 

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

  • 37.5-hour work week
  • 13 paid holidays (staff holiday calendar)
  • 24 annual leave (vacation) days per year
  • 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
  • WVU offers a range of health insurance and other benefits (this position is a benefits-eligible, non-classified staff position)
  • 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
  • Wellness programs

What you'll do:

Post-Award Administration 

  • Responsible for management of sponsored projects/contracts from award initiation through closeout.
  • Perform analysis and evaluation of data and collaborates with PI on project's progress. Make recommendations as necessary.
  • Manage programmatic and financial needs for extramural funded projects with varying levels of complexity in collaboration with the PI.
  • Interpret and educate others on all granting laws, regulations, policies and procedures and ensures that institutional and sponsoring agency policies are followed.  
  • Create historical data including tracking, burn rates, revenue, trends and future projections.  
  • Approve and manage monthly financial reports and provides oversight on research portfolios.  
  • Provide guidance and initiates necessary actions for all project status changes and/or extension requests.
  • Educate PI's on managing budgets and cost accounting principles. Educate PIs on routine spending habits and reallocation of line-item dollars. Counsel all PIs on allowable vs. unallowable expenses per sponsored guidelines.
  • Advise the PI on necessary research compliance issues such as animals, human subjects, and/or biohazards.    
  • Advise/troubleshoot solutions that will enhance the efficiency of post-award administration at the HSC. 

Pre-Award Administration

  • Initiate and facilitate the grant proposal preparation and submission process from initiation through assembling of the application package. Review materials and educate PI as needed and serve as a direct liaison to the OSP reviewer assigned to submit the proposal.
  • Monitor and remain knowledgeable of all current agency funding opportunities and advise PIs on searching/selecting appropriate grant opportunities that fit within their research.  
  • Develop the budget for all awards and ensure the budgets are accurate before submission to the funding agency.  
  • Maintain his/her knowledge of grants administration to serve as an advisor to the faculty within the incumbent's primary departments and HSC by creating an effective application process which proves successful for submitting high quality applications.
  • Assist in the preparation of proposals with a varying level of complexity, including Training Grants (T32), IDeA funded Centers of Biomedical Research Excellence (CoBRE P20), Center Program grants (P50), etc.  

Other Administration

  • Advise/educate members of the HSC community on area of expertise as it applies to pre- and post-award processes and management.
  • Develop and foster effective collaborations among schools and departments within the HSC and university community.
  • Interface with customers to understand expectations and follow-up to ensure satisfactory resolution of request. Maintain customer relationships through effective and timely communication.
  • Coordinate and support the research and service missions for the Office of Research and Graduate Education. Participate in unit assigned team initiatives and goals to increase efficiency in administrative processes.
  • Work independently to implement a variety of correspondence and special projects. Counsel and train other members within the unit to ensure cross team support.
  • Assistant to the HSC Pre- and Post-Award Director when needed. May serve as a backup to the Director or assist with other administrative duties in the main office during staff absences and/or as assigned by the Director.
  • Attend leadership functions to effectively communicate vital information, and to advise/troubleshoot solutions that will enhance the efficiency of pre- and post-award administration at the HSC.
  • Assist HSC leadership with the development of operational policies and procedures for effective centralized pre- and post-award services.
  • Attend meetings, trainings, seminars, etc. for professional development and/or on behalf of his/her supervisor to keep current on the vastly changing grant administration processes. 

  • Bachelor's degree in public administration, business administration or a related field, or an equivalent combination of education and experience. 
  • A minimum of two (2) years of direct experience in grants administration; of which at least one (1) year must include program management experience, or an equivalent combination of education and experience. 
  • Excellent verbal and written communication skills.
  • Ability to work independently and carry out assignments with minimal/no supervision.
  • Ability to analyze data, solve problems and provide useful reporting tools.
  • Ability to prepare, manage and maintain budgets and financial reports and provide reconciliation reports among clustered accounts.
  • Ability to learn and implement WVU, State, and Federal policies and procedures relative to budgetary and grant related matters.
  • Proficiency in reading and interpreting Uniform Guidance and other federal regulations.
  • Knowledge of various grant proposal application processes.  Must be skilled in working with grants and contracts in a higher educational environment.
  • Excellent organizational skills and be able to work with a variety of constituencies and address complex issues in an accurate and timely manner.
  • Must be able to develop, examine and/or re-engineer any policies/procedures needed to meet unique or special challenges occurring within the department while remaining within University guidelines.     
  • Experience with Pre- and Post-Award Grants administration including working with proposals and sponsored projects.
  • Experience and advanced knowledge of computer software including Microsoft Office Suite and Adobe.
  • Experience with managing or leading sponsored projects and contracts administration in a large research university setting.
  • Knowledge of State, Board of Governors, and University policies and procedures.
  • Experience working with accounting.
  • Experience speaking/writing effective, clear and concise reports.
  • Experience researching, collecting data to form reports and make recommendations.
  • Ability to perform financial calculations, prepare/maintain financial reports, analysis, and summaries for a large customer base.  

About WVU

At West Virginia University, we leverage our talents and resources to create a better future for our state and the world. As West Virginia's land-grant university, WVU has three campuses that touch each corner of the state. The WVU System includes 518 buildings on 15,880 acres, Extension Service offices in all 55 counties, ten experimental farms and four forests.

From the groundbreaking R1 research of our flagship campus in Morgantown to the career-oriented programs of WVU Potomac State in Keyser to the technology-intensive programs at WVU Tech in Beckley - the contributions of WVU employees directly impact the 1.8 million people of West Virginia every day, no matter their role or position. 

Service, curiosity, respect, accountability, and appreciation are the core values that unite Mountaineers, inspiring one another to work tirelessly and support others as they seek to reach new heights. After all, when you're a Mountaineer, impossible is just another mountain to climb.

Creating an inclusive, engaged, and dynamic learning environment is core to WVU's academic mission. We welcome candidates who can contribute a range of ideas, approaches and experiences.

West Virginia University is proud to be an Equal Opportunity employer and is the recipient of an NSF ADVANCE award for gender equity. The University values diversity among its faculty, staff, and students, and invites applications from all qualified applicants regardless of race, ethnicity, color, religion, gender identity, sexual orientation, age, nationality, genetics, disability, or Veteran status.


Job Posting: Feb 5, 2024

Posting Classification: Non-Classified

Exemption Status: Exempt

Benefits Eligible: Yes

Schedule: Full-time
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