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Senior Grant and Contract Administrator

Posted on: March 11, 2021 Apply Now
Woods Hole, MA Full-Time Expires June 9, 2021

Woods Hole Oceanographic Institution is currently searching for a Senior Grant Administrator to join the Grants & Contract Services Department. This is a regular, full-time, exempt position, and is eligible for full benefits.

The Senior Grant Administrator is accountable for the management, administration and administrative support, contractual and regulatory compliance, and financial functions of large projects [IDIQ, contracts, grants, sub-awards, cooperative agreements] as assigned by the Director, GSC; including but not limited to grant and cooperative agreements with the NSF, contracts with ONR, the US Navy, and other sponsoring organizations, federal subcontracts with WHOI from government prime contractors, and related sub-awards issued by WHOI. In addition, this position supports reporting of financial data, preparation of contractually-related documents – amendments, modifications, prior approval submissions; and in monitoring compliance of specific Institution-wide federal regulatory requirements. The Senior Grant Administrator is responsible for ensuring quality, completeness, compliance, and on time delivery of all contract and agreement documents, contract and agreement-related deliverables, and financial reporting.

The Senior Grant Administrator must meet multiple deadlines and be able to coordinate across WHOI departments and partner institutions, including but not limited to peer universities, other sponsoring organizations, including Federal agencies. This position requires no or limited direction. Unprecedented and unusual situations including, for example, complex negotiations and awards, are typically handled directly through exercising independent judgment. The individual should have demonstrated experience with support and conduct of agreement administration under and in compliance with awards of contracts, financial assistance agreements, and organizational policies and procedures; supporting, providing, and/or preparing accurate contract-related documentation and financial reports; and change management and documentation, including closeout.

The internal title for this position is Senior Grant Administrator.

  • Serve as the point of contact for award-related matters, as assigned, including resolution of external and internal award- related problems, delays, and concerns.

  • Set up, access, extract, and use and report data pertaining to grants and contracts from WHOI grants, financial, and procurement programs. Maintain award-related records and documentation, such as receipt and control of award correspondence, changes, status reports and other documents.

  • Write, review, administer, update, and report on status of awards, including monitoring and reporting on award compliance (milestones, deliverables, invoicing, etc.).

  • Support compliance with existing laws, government regulations, and terms and conditions of the awards. Support audits to ensure and demonstrate compliance, and assess and mitigate risks and work with F&A on broader finance and risk-related requirements.

  • Support creation and execution of strategies to deliver contract and program objectives on time.

  • Review and verify invoices.

  • Support development of and provide guidance on contractual, regulatory, and sponsor policy matters to principal investigators, department administrators, program managers, administrative professionals, and other operational and administrative staff, including training to new employees in contracting, GCS and Institution policies, practices, and procedures.

  • Support development and implementation of procedures for award management and administration in compliance with WHOI Policy, federal, and other sponsor requirements. As appropriate, contribute to and influence WHOI policies for best practices.

  • Ensure grant and contract close-out, extension or renewal.

NON-ESSENTIAL FUNCTIONS:

  • Performs other duties as assigned by supervisor.

REQUIRED:

  • Bachelor’s degree in business administration or a related field.

  • Minimum of 3 years’ working in large projects (over $1.0m) encompassing award administration, financial management or monitoring, and creating and maintaining accurate and complete documentation and records management under Federal (or other) sponsor regulations and grant or contract agreement terms and conditions.

  • Demonstrated ability to work as part of a department team and project-formed teams to deliver project outcomes within specified parameters including timeframes and objectives. Ability to work under no and limited direction, including experience in planning, prioritizing and organizing work for self to achieve goals and deadlines.

  • Good interpersonal, verbal and writing skills, including presenting relevant financial data, ability to convey complex information to support team evaluation and planning, and the ability to communicate with sponsor representatives and other partner organizations in award-related matters. Demonstrated analytical skills including the ability to use MS Excel, Database and Reporting systems.

DESIRED:

  • Work toward Master’s in Business Administration or other relevant graduate degree.

  • Experience with National Science Foundation (NSF) financial assistance awards. Experience in applying organizational standards when developing and negotiating terms and drafting contracts and related documents. Ability to systematically analyze complex problems, draw relevant conclusions and recommend or implement appropriate solutions. MRP or ERP experience is desired.

  • PMP Certification, or additional certifications in program and/or contract management

Further details of the physical requirements of established essential functions for this position will be discussed during the interview process.

Job ID: 2021-1418

External Company URL: https://www.whoi.edu/

Street: 266 Woods Hole Rd

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