Research Administrator, Post Award

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

Job Details

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

Telework Friendly: Yes

Pay Band: 04

Salary: Salary commensurate with education and experience

Criminal Background Check: Yes

About the Department:

The College of Science is committed to enhancing the College's strength in the sciences by promoting excellence in research. Our pioneering research initiatives provide world-class scientific leadership in a wide variety of areas important to modern society. The College promotes diversity, and recruits the brightest faculty, students, and staff to create a vibrant and dynamic environment of learning and inquiry. The College enhances the innovative and entrepreneurial spirit of the University by responding to the needs of the community and creating spires of excellence.

Diversity Statement

George Mason University College of Science (Mason Science) is committed to advancing access, justice, equity, diversity, and inclusion (AJEDI) throughout our STEM community, including within our hiring and retention practices. At Mason Science, our values include fostering an organizational culture that promotes Anti-Racism, belonging, respect, and civility. We believe that a diversity of opinions, cultures, and perspectives is what provides vibrancy, innovation and growth to an academic community. By prioritizing inclusive excellence in academics, teaching, research, and global engagement, we strive to attract a diverse pool of faculty and staff who exemplify the Mason Science mission and vision.

About the Position:

George Mason University local Research Administration provides post-award research administration services to faculty. The Research Administrator will be 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. Interact regularly with and provide high quality customer service to faculty members conducting sponsored research. The incumbent will ensure adherence to quality standards and all policies and award regulations.


Additional responsibilities include, but are not limited to:
  • Upon award acceptance, define account establishment parameters, including billing and reporting requirements, budget, and cost sharing obligations. Set-up award in financial system;
  • Distribute award information to PIs, co-PIs, and relevant staff;
  • Coordinate with relevant individuals to make adjustments to payroll for all budgeted positions (including relative cost sharing positions);
  • Review and reconcile award expenditures and budgets, making adjustments, as necessary;
  • Project and forecast future award expenditures;
  • Manage budget, reporting, and compliance timelines through the lifecycle of the grant or contract;
  • Communicate with PIs on a regular basis regarding budget and expense adjustments and revisions;
  • Complete invoice for sponsor (for certain award types only);
  • Assist PIs with non-financial report submissions, as necessary;
  • Coordinate and submit requests for No Cost Extensions, Carryover, re-budgeting requests, changes in scope, and other changes to the award; ensure all requests are done in compliance with sponsor guidelines and University policies;
  • Facilitate the approval of invoices to pay subcontractors;
  • Review effort reports and manage quarterly effort certification process for assigned units;
  • Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards;
  • Assist in transferring awards out of the university; and
  • Closeout all funded projects consistent with university process and timelines.

Required Qualifications:
  • High school diploma or equivalent;
  • Considerable progressive experience related to grants and contracts management;
  • Knowledge of federal rules and regulations relating to research grant and/or contract activity;
  • Knowledge of University policies and procedures relating to grant and contracts activity; and 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;
  • Demonstrated ability to learn complex electronic systems;
  • Knowledge of principles and processes for providing customer service in mathematics, financial management, and/or accounting;
  • Excellent oral and written communication skills and fundamental, professional interpersonal skills;
  • Skill in the use of computers; requires solid working knowledge of MS Office Suite (Word, Excel, Power Point);
  • Ability to analyze data and formulate conclusions;
  • Ability to learn changing technologies related to grants and contracts management;
  • Ability to manage and prioritize multiple projects/tasks simultaneously;
  • Ability to create high quality written documents;
  • Ability to proactively resolve problems and issues in a timely manner;
  • Ability to work under pressure and meet deadlines;
  • 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;
  • Ability to understand and be able to apply costing rules and regulations to federally funded projects;
  • Ability to understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards;
  • Ability to mentor personnel for professional development;
  • Ability to work independently with minimum supervision managing large volume of complex awards;
  • Ability to interact and communicate with senior leadership and communicate effectively with colleagues and peers; and
  • Ability to work collaboratively with colleagues to solve questions and challenges in their daily work.

Preferred Qualifications:
  • Bachelor's degree in related field, or any appropriate combination of relevant education and/or work experience may be considered;
  • Experience in Sponsored Programs Administration or related field preferred; and
  • Knowledge of the Banner Financial system, or demonstrated ability to learn complex electronic systems.

Instructions to Applicants:

For full consideration, applicants must apply for Research Administrator, Post Award at; 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 20, 2023

For Full Consideration, Apply by: November 6, 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!

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


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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