Budget and Grants Administrator

George Mason University
Fairfax, VA
Closing date
Dec 7, 2023

Job Details

Department: College of Humanities and Social Sciences

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

Telework Friendly: Yes

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The Psychology Department advances the understanding of behavior and its determinants, and educates our students in the methods and knowledge of the discipline. To this end, we support a broad, high-quality undergraduate curriculum; attract and train excellent graduate students; attract and support faculty who excel in teaching and scholarship. A hallmark of this department is the integration of scholarship and practice; we support application of advances in Psychology to the individual and common good. Provide support for students and faculty so university and department degree program and operational objectives are met. Interact in a pleasant, supportive manner with other staff, faculty, students, and university agencies as well as general public.

About the Position:

The Psychology Department Budget and Grants Administrator will provide post award research administration services to department faculty and oversight of research post award activities. The Budget and Grants Administrator will use knowledge of grant and contract management rules and regulations, technical expertise and analytical skills to support a variety of post award research activities. Activities will include: regular review, reconciliation and forecasting of award finances; preparing adjustments and corrections to award budgets, preparing financial reports and ensuring all financial requirements have been met in compliance with university, state, federal and sponsor guidelines. The Budget and Grants Administrator will interact regularly with and provide high quality customer service to faculty members conducting research activities and coordinate with CHSS Dean's Office and the Office of Sponsored Programs.

  • Process Award Activity:
    • Coordinate with relevant individuals and make adjustments to payroll for all budgeted positions (including relative cost sharing positions, processing funding change forms and temporary position hiring actions);
    • Review and reconcile award expenditures and budgets; make necessary adjustments when needed by processing JV's;
    • Submit tuition grants as necessary;
    • Track and monitor petty cash and potential revenue transactions;
    • Coordinate requests for No Cost Extensions, carryover, re-budgeting requests;
    • Responsible for all purchasing including for all equipment over 5K, and processing PO for consultants;
    • Facilitate the approval of invoices to pay subcontractors;
    • Review labor allocations and manage annual payroll certification process; and
    • Apply federal and university rules to management of effort allocation appropriately for individuals compensated from sponsored awards.
  • Proactive Award Management:
    • Projecting and forecasting future award expenditures;
    • Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract;
    • Communicating with PIs on a regular basis regarding budget and expense adjustments and revisions;
    • Review direct expense activity for award allowability and allocability; and
    • Monitor compliance with university, state, sponsor and federal requirements.
  • New Award Administration:
    • Upon award set up, review account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations to include pooled position numbers and activity codes as required.
  • Award Close Out:
    • In support of OSP, provide financial data for reports to be sent to sponsor, as required by the award terms and conditions; and
    • Closeout all funded projects consistent with university process and timelines.
  • Other Duties as Assigned:
    • Assist PIs with non-financial report submissions, as necessary (annual or closeout); and
    • Act as a subject matter expert in managing research activities within the Psychology department including other research support activities as necessary (export control, IRB, IACUC, etc.).

Required Qualifications:
  • High school diploma or equivalent;
  • Demonstrated experience in financial management;
  • Working knowledge of MS office and email products;
  • Excellent communication skills;
  • Excellent customer service skills;
  • Ability to work independently;
  • Ability to be detailed oriented;
  • Demonstrated ability in financial management;
  • Knowledge and experience with Banner Financial systems; and/or
  • Demonstrated ability to learn complex electronic systems.

Preferred Qualifications:
  • Bachelor's degree in related field;
  • Considerable experience related to grants and contracts management;
  • Knowledge of federal rules and regulations relating to research activity;
  • Knowledge of university policies and procedures relating to sponsored projects research activity;
  • Demonstrated ability in research financial management; and
  • Certified Research Administrator designation is preferred, but not required.

Instructions to Applicants:

For full consideration, applicants must apply for Budget and Grants Administrator at https://jobs.gmu.edu/; complete and submit the online application; and provide a cover letter, resume, and a list of three professional references with contact information.

Posting Open Date: October 27, 2023

For Full Consideration, Apply by: November 10, 2023

Open Until Filled?: Yes

Mason Ad Statement

Mason is currently the largest and most diverse university in Virginia with students and faculty from all 50 states and over 135 countries studying in over 200 degree programs at campuses in Arlington, Fairfax and Prince William, as well as at learning locations across the commonwealth. Rooted in Mason's diversity is a campus culture that is both rewarding and exciting, work that is meaningful, and opportunities to both collaborate and create.

If you are interested in joining the Mason family take a look at our current opportunities and catch some Mason spirit at jobs.gmu.edu/!

George Mason University, Where Innovation is Tradition.

Equity Statement

George Mason University is an equal opportunity/affirmative action employer, committed to promoting inclusion and equity in its community. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or veteran status, or any characteristic protected by law.

Campus Safety Information

Mason's Annual Security and Fire Safety Report is available at http://police.gmu.edu/annual-security-report/


George Mason University is a university with three campuses, each with a distinctive academic focus that plays a critical role in the economy of its region. At each campus, students, faculty, and staff have full access to all the university's resources, while duplication of programs and support services is minimized through the use of technology. In addition to the main campus in Fairfax, the university has campuses in Arlington and Prince William Counties.

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