Research Administrator/SR Research Administrator

About the Role

Reporting to the Department of Biomedical Engineering (BME) Director of Finance and Administration, the Research Administrator/Senior Research Administrator will advise and assist BME faculty in the preparation and submission of agreements and proposals for funding, ensuring compliance with university and sponsor policies, procedures, and requirements. This role serves as a liaison between Virginia Tech's Office of Sponsored Programs (OSP) and BME faculty, resolving agreement, proposal, and grant-related matters to ensure timely submissions and proper award management.

Responsibilities

• Prepare accurate program budgets in compliance with university guidelines and sponsor requirements.
• Accurately complete VT and sponsor-required documents and forms in support of funding proposals and agreements.
• Initiate, submit, and navigate agreements and proposals through VT OSP Summit, Cayuse, and other designated internal and external submission portals by established deadlines.
• Serve as liaison between OSP, BME faculty, and sponsors to address and resolve agreement, proposal, and grant-related issues.
• Clarify application materials, requirements, or policies with sponsors as needed.
• Apply extensive knowledge of government regulations, cost principles, and uniform administrative requirements to ensure accurate submissions.
• Assist with preparing post-submission information and Just-In-Time requests as required by sponsors.
• Provide guidance on federal and university policies, procedures, and sponsor requirements.
• Confirm credit assigned to BME personnel in proposals.
• Develop reports on the status of submitted and funded proposals and completed agreements.
• Create resource documentation (e.g., standardized checklists, timelines, boilerplate language, facilities descriptions, and curated resource guides) for commonly submitted proposals.
• Procure and/or develop faculty-facing training and orientation materials (e.g., short recorded modules addressing grant policies, submission requirements, or common compliance issues).
• Assist with post-award responsibilities, including expiring funds surveys, letters of guarantees, current and pending reports, monitoring project burn rates, end-of-project expenditures, award modifications, and verifying personnel salaries.
• Coordinate with BME staff and OSP to assist faculty with grant reports (e.g., NIH annual RPPRs, grant close-out reporting, and other sponsor requirements).

Requirements

• Master’s degree in Public or Business Administration, Finance, or related field or Bachelor’s degree in a similar field with significant experience.
• Previous experience in the management and submission of research agreements and proposals.
• Financial and/or administrative experience supporting research agreement and proposal submission, post-award management, and project administration.
• Experience interpreting and applying federal and non-federal regulations, cost principles, and uniform administrative requirements for grants and audits.
• Excellent computer skills and familiarity with Microsoft 365 apps and large financial databases.
• Experience accessing, compiling, analyzing, and synthesizing large datasets from multiple systems.
• Prior experience developing complex budgets.
• Experience with internal and external agreement and proposal submission portals.
• Ability to communicate effectively and tactfully with diverse constituencies both internally and externally.

Preferred Qualifications

• Professional certification/designation as a Certified Research Administrator (CRA), Certified Federal Contracts Manager (CFCM), or Virginia Tech Research Administrator Certificate (Level I and II).
• Prior experience working at a higher education research institution.
• Experience with specific accounting/fiscal, purchasing, and agreement/proposal submission systems such as Banner, Summit, OSP's Post Award Management System, OSP's PAN System, MicroStrategy, ES Legacy Web Reports, Cayuse, and Hokiemart.

Schedule

• This is an on-site position; however, hybrid or fully remote appointments may be considered if aligned with the needs of the BME department.
• Hours per week: 40
• Overtime Status: Exempt (not eligible for overtime)

Pay

$60,000 - $85,000, commensurate with experience.