Senior Sponsored Programs Administrator

Job Requisition:

JR101537 Senior Sponsored Programs Administrator (Open)

Job Posting Title:

Senior Sponsored Programs Administrator

Department:

CC00046 WM001 | PROV | Pre-Award

Job Family:

Staff - Sponsored Programs

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Mount Vernon Offices

Primary Job Posting Location:

Mount Vernon Offices

Job Description Summary:

The William and Mary Office of Sponsored Programs (OSP) is charged with management of all pre-award and post-award activities associated with extramural funding requested and received in support of the institution’s missions of research, education, and public service.

The Senior Sponsored Programs Administrator reports to the Director of Sponsored Programs and serves as an on-going advisor and lead to other Sponsored Programs Administrators in areas that include proposal preparation and submission, award review, compliance, financial reporting and training. The Senior Administrator will function as an OSP team lead for research centers that exist outside of a department or school. The Senior Administrator supports new and existing research centers by providing administrative and compliance supervision, assisting with research-friendly policy development, coordination with other administrative offices, and serving on oversight committees as necessary. In addition, the Senior Administrator may provide specialized support to the Director in the form of leading contract negotiation, delegated authority to endorse proposal and/or execute sponsored research agreements, and adaptation of changing regulatory mandates into institutional policy recommendations.

Core responsibilities include, but are not limited to:
• Assists researchers in preparing and submitting research proposals.
• Ensures proper stewardship of financial resources by monitoring and managing sponsored programs funds.
• Verifies compliance with all federal, state, institutional, and award-specific regulations and guidelines.
• Provides secondary review of prime and subawards during negotiation.
• Provides expenditure approvals and time and effort reporting.
• Budget and cash monitoring, invoicing, and financial reporting.
• Grant and contract compliance and closeout.

Job Description:

Required Qualifications:

• Bachelor’s degree in a related field or an equivalent combination of education, experience, and training.

• Extensive experience in sponsored research administration, preferably at an institution of higher education.

• Demonstrated knowledge of federal, state, and sponsor rules and regulations related to grants and contracts.

• Experience with negotiating complex sponsored funding agreements (international, corporate, dual or multi-party MOUs, CRADAs, and other complex agreements)

• Strong working proficiency of a variety of computer applications to include advanced knowledge of automated accounting/financial systems.

• Proven ability to work in a fast-paced environment, independently, resolve issues effectively and exercise sound judgment when making decisions.

• Demonstrated ability to take leadership role in special assignments.

• Strong oral and written communication skills with the ability to communicate with a varied constituency (e.g., senior faculty researchers, technical staff, students, departmental fiscal personnel, and representatives from external agencies).

• Demonstrated ability to serve as a liaison across multiple administrative units as well as with external partners.

• Strong organizational skills, with the demonstrated ability to successfully manage multiple priorities concurrently with competing deadlines.

 

Preferred Qualifications:

• Bachelor’s degree in accounting, finance, business, or closely related field.

• Demonstrated knowledge of federal regulations governing grants/contracts including 2 CFR 200 (Uniformed Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards) and Federal Acquisition Regulations (FAR), with the demonstrated ability to interpret guidelines, regulations, and complex documents and apply policies and procedures.

• Strong proficiency with web-based proposal, payment and awards management systems (e.g. FastLane, grants.gov) or other similar web-based applications.

• Knowledge of Commonwealth of VA state university policies.

• Strong proficiency in a variety of computer applications to include advanced knowledge of university accounting systems.

• Significant experience (typically over 10+ years) in sponsored programs administration at an institution of higher education.

• Experience using Workday (finance/accounting module).

 

Conditions of Employment: 

• This position is subject to additional hours beyond the typical workday/week, to meet the changing business needs.

• This position is subject to occasional travel.

• This position is restricted to funding.

 

Job Duties: 

30% - Proposal Development and Submission:

• Support proposal budget development to reflect full effort and cost of proposed research. Verify any cost-sharing as required by the sponsor.

• Review sponsor format and content requirements and ensure compliance.

• Prepare/Coordinate due diligence documentation including qualification questionnaires, exception letters, and institutional approval for special proposal conditions.

• Work with partnering institutions to secure all necessary subcontract and/or sub-award documentation.

• Submit or coordinate submission of proposal materials.

 

30% - Award Management:

• Negotiate agreements with input from Legal Counsel as needed.

• Issue lower-tier awards, address sub partner concerns.

• Coordinate compliance and protocols; in-country protocol supporting documentation.

 

20% - Institutional Leadership Support:

• Support and advise Sponsored Programs Administrators.

• Assist with adaptation of changing regulatory mandates into institutional policy recommendations

• Collaborate with the Director of Sponsored Programs to develop and maintain Standard Operating Procedures.

• Review and approve invoicing, reporting, and other support functions performed by a Sponsored Programs Assistant.

• Assist the Director by utilizing delegated authority to endorse proposals, execute sponsored research agreements, and/or certify invoices and financial reports.

• Perform assignments delegated from Director of Sponsored Programs.

 

20% - Financial Oversight and Management:

• Coordinate with departmental/unit fiscal personnel and principal investigators to ensure that personnel time and effort allocations are accurately reported for each project on a semester basis, and alert senior administration and departmental personnel of potential issues.

• Review and approve/disapprove of procurement requisitions, small purchase card reconciliation, travel authorizations, and other charges to ensure that grant expenditures are allowed by the sponsor, allocable to the project, reasonable, and consistently treated.

• Prepare invoices and reports not delegated to Sponsored Programs Specialist.

Posting Range: $80,000-$95,000 commensurate with experience

Additional Job Description:

Job Profile:

JP0647 - Senior Grants and Contracts Administrator - Exempt - Salary - S12

Qualifications:

Compensation Grade:

S12

Recruiting Start Date:

2026-04-02

Review Date:

2026-04-16

Position Restrictions:

Restricted Funds

EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

 

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.