Post Award Research Administrator

Job Summary

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

Reporting to the Post Award Manager, this role supports a portfolio of Principal Investigators (PIs) conducting scientific research. The successful candidate will develop and maintain strong working relationships with the Grants and Contracts Services (GCS) Office while providing comprehensive support in research administration, regulatory compliance, and financial management across all aspects of post-award activity within a fast-paced, dynamic environment. This position requires strong organizational, problem-solving, and interpersonal skills, demonstrated through close collaboration with federally funded scientists and engineers in an academic research setting.

The selected candidate will be responsible for managing and evaluating federal grants and contracts—including those from DoD, DoE, NSF, ONR, NASA, and NOAA/CINAR—for compliance with FAR, DFARS, and related regulations. In addition, they will oversee non-federal funding sources, including foundations and industry sponsors. The individual will serve as a subject matter expert on federal and non-federal awards and will be expected to stay current with evolving regulations and compliance requirements.

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

Job Description

Essential Functions 

• Manages & monitors post award activities for a portfolio of PIs, including prior approvals, review of award modification requests, contract funding shifts, personnel cost changes, no-cost extensions, progress reports, monitoring and reporting to internal stakeholders and sponsors, and closeouts.

• Transition funded grants and contracts from pre- to post-award in an organized and collaborative process working with departmental, institutional and central office staff. Conduct an initial review of contracts. Ensure contracts are correctly assigned and identify contract requirements to help ensure oversight of contract compliance and deliverables.

• Manages & monitors financial activities of federal contracts, grants, consulting agreements, subcontracts and vendor agreements for sponsored awards within portfolio. Has project management skills.

• Reconcile sponsored project expenses against financial systems, track cost share expenses, and forecast budget balances; liaise with finance and procurement to ensure timely invoice and payment.

• Facilitate set-up of subrecipient agreements, monitor execution, invoicing and compliance, and close-out agreements and reconcile accounts at contract end.

• Take a leadership role effectively working with internal and external constituents; interacts effectively with others in identification and resolution of problems.

• Serve as subject matter expert on federal contract and grant management and act as liaison to GCS and other core offices.

• Inform PIs and departmental personnel of changes in sponsor policies and regulations; coordinate and ensure compliance with changes.

• Supports an environment for continuous learning, training, and oversight, serving as a liaison between departmental research, core administration and GCS.

Education & Experience 

 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.

• 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, negotiate, and manage complex documents, federal contracts, and agreements.

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

• Experience supporting scientists and engineers in the areas of federal and non-federal contract administration.  Knowledge and experience working with diverse funding agencies and sponsors.

• Knowledge of research administration methodologies, practices and policies, including federal regulations and statutes.

• Facility with budgeting and reporting using Microsoft Excel.

• Demonstrated intermediate/advanced level proficiency with the use of Microsoft Office applications (i.e. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (Workday, OneSolution, 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.

• Aptitude and interest in learning new systems and data bases. 

• Demonstrated ability to produce and maintain accurate data and records.

 

PREFFERED QUALIFICATIONS

• Accounting knowledge and experience

• Workday Grants Management Experience preferred

• Experience with award setup & sponsor invoicing within Workday

• Experience with federal contracts (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

Special Requirements 

• Must be a U.S. Citizen

Additional Job Requirements

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.

EEO Statement

Woods Hole Oceanographic Institution (WHOI) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.