Senior Administrator for Grants and Contracts Administrator - Main Campus Office of Research Servic

Washington D.C.
May 18, 2017
Jul 03, 2017
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


Senior Administrator for Grants and Contracts Administrator - Main Campus Office of Research Services

Georgetown Main Campus Office of Research Services has adopted a lifecycle management approach to research administration. This means that teams within our office are organized to manage proposals from the beginning, or ‘pre-award,' stage of a project through to the termination, or closeout, of an award. This comprehensive approach helps the teams to better understand the entire cycle of an award in all of its stages, rather than only gaining familiarity with one phase. Our website is organized by lifecycle phase from Finding Funding to Closing Out an Award.

The Senior Administrator for Grants and Contracts serves as a research administration “hub,” serving as the liaison between the University and federal and private sponsors. S/he partners in fast-paced, face-to-face, phone and email interaction with faculty and administrators in responding to inquiries, reviewing proposals and awards, evaluating budgets, budget justifications, and other sponsor-required forms, and assisting in the formulation of clear, concise Statements of Work for subcontracts (if applicable).  The Senior Administrator interacts with government and private sponsors to request pre-award spending, expense authorizations, contract language changes, project changes, interpretation of the regulations, no-cost extensions, and transfers of awards; interacts often with the University leadership, faculty and administrators on grant related policy and financial matters, and works closely with Sponsored Programs Financial Operations, Risk Management, Tax and University Counsel on compliance related matters.  Reporting to the Senior Director Research Services, the Senior Administrator has duties that include but are not limited to:

  • Reviews and executes faculty proposals to external sponsors.
  • Negotiates and administers incoming externally-funded research grants and contracts.
  • Develops teaming and consortium agreements as needed.
  • Verifies or performs various compliance checks related to conflict of interest, export controls, private use, E-Verify, tax and other federal initiatives.
  • Drafts and issues any sub-awards or any ancillary legal documents.
  • Serves as the primary liaison with the external sponsor for all official communication.
  • Interprets and applies University and sponsor policies.
  • Learns and masters a wide variety of government databases related to the federal government's mandate of electronically exchanging research information, and provides clear, concise and accurate responses to inquiries/requests from faculty and administrators.
  • Follows through on any issues that require contact with other internal or external departments; and effectively hand offs to other team members or other internal departments so details do not fall through the cracks and cause incomplete resolutions or unanswered questions.
  • Provides fast and timely responses to inquires/requests with a supportive and professional attitude toward faculty and administrators doing research.
  • Assists in the final development stages of an award proposal.
  • Completes the review and execution of a portion of approximately $115M annual outgoing proposals (equates to approximately 280 proposals annually across the Main Campus, Law Center and Qatar campuses).
  • Analyzes proposals for conformance with University regulations and with sponsor program announcement and regulations.
  • Verifies that all relevant compliance reviews have been performed and documented.
  • Scrutinizes proposals to verify the accuracy and consistency of proposal information, as well as the inclusion of the proper University fringe benefit and indirect cost rates and all required proposal elements; and negotiates contract awards.
  • Negotiates related teaming and consortium agreements, if applicable; and signs, on behalf of the University, proposals that have been approved through the internal campus clearance process.
  • Electronically submits proposals to external systems such as QNRF,, the NSF's FastLane system, and/or any other electronic research administration system designated by a sponsor.
  • Delivers high quality customer service.
  • Initiates and fosters working relationships with sponsor representatives.
  • Works with a large number of faculty from a variety of departments, disciplines and cultures with a heavy emphasis on personalized customer service and on maintaining the Office's excellent reputation.
  • Acts in a professional manner with faculty and administrators from all levels.


  • Bachelor's degree
  • 4 years of progressively responsible experience in a university or other non-profit grants and contracts office
  • Demonstrate proficiency with Microsoft Word, Microsoft Excel, PowerPoint and Adobe Acrobat and be adaptable to the ever changing technology within the University
  • Demonstrated proficiency in use of databases.
  • Excellent analytical and verbal and written communications skills  
  • Demonstrable ability to work independently, to prioritize work, manage deadlines in a semi-stressful environment, and diplomatically juggle complex situations involving the competing interests of faculty during periods of high volume
  • Demonstrable diplomacy skills, flexibility, and the ability to maintain confidentiality.
  • Ability to think logically and to use appropriate judgment
  • Excellent customer service skills
  • Experience with contracts and other external funding vehicles preferred
  • Experience with the use of Community of Science/Pivot funding opportunities and expertise databases, the National Science Foundation's FastLane database,, or other federal government electronic systems preferred

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EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex, disability status, protected veteran status, or any other characteristic protected by law.

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