Grants Administrator

Grants Administrator


University Job Title: Associate Administrator 1, Pre Award
Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Wage Ranges: Click here to see our Wage Ranges
Work Location: Remote
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Administration, Financial
Total # of Hours to be Works: 37.5

Position Focus:
Faculty Research Management Services (FRMS) is a Shared Services organization that provides Pre-Award Management Services to non-medical school Faculty, Departments and Professional Schools within Yale University. Reporting to the Associate Director of Pre-Award, has active oversight of externally sponsored proposals, assuring all are prepared, negotiated, and executed properly and in an expedited manner. Leads a team of staff devoted to the pre-award function who prepare and submit grant and contract proposals on behalf of central campus departments. Use high level analytical and database skills to monitor and report on trends, identify areas for consolidation, savings, and maximization of resources in support of Pre-Award administration. Analyses and reports will inform and advise decision-making by University leadership. Reporting to the Associate Director of the FRMS Pre Award Unit, the Sr. Grants Administrator provides a high level of direct professional support and guidance in the administration of grants, contracts and related funds to faculty and FRMS Pre-Award staff. This position is working a remote schedule. We also have hybrid and other flexible work arrangements available.

Essential Duties:
1. Advise and guide faculty and administrators seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. The Grants Administrator is the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines. 2. Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders. Guide faculty and staff through changes in sponsor requirements. 3. Play a key role in the development and continuous improvement of the grants management process. Review and analyze client interactions, current processes, and submission quality. Make recommendations for and participate in the implementation of changes as appropriate. 4. Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission. Facilitate an effective transfer of grants and contracts when Principal Investigators start at Yale. 5. Review and prepare grant and contract proposals; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, indirect rates, etc. Ensure all required information is entered into the appropriate data systems. 6. Review terms and conditions on proposal solicitations and award documents. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including subcontracts, clinical trials and State agreements to ensure conformity with University policies. Approves and submits grant proposals in accordance with delegated authority. 7. Analyze and understand complex information from multiple sources including funding opportunity announcements, funding interest matches, and submission procedures in order to transmit proposals to OSP that result in a high first pass rate. Obtain and communicate information on sponsor electronic research processes and procedures. 8. Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates. 9. Partner with OSP in working with sponsors on matters of proposal submission. 10. May serve as backup to leadership and assist with training and development of team members. 11. Perform other duties as assigned.

Required Education and Experience:
Bachelor’s Degree and four years of related professional/managerial work experience or equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent communication skills, both verbal and written, with demonstrated outstanding organizational skills with the ability to analyze processes and implement appropriate training and workflow.

Required Skill/Ability 2:

Ability to apply strong leadership skills and ability to work well under deadline pressures without sacrificing accuracy or customer service.

Required Skill/Ability 3:

Knowledge of accounting principles and exceptional attention to detail.

Required Skill/Ability 4:

Well-developed organizational, analytical and problem-solving skills.

Required Skill/Ability 5:

Ability to work well as part of a team.

Preferred Education, Experience and Skills:
Knowledge of database management. Knowledge of Yale financial/administrative policies/procedures. Advanced experience with federal regulations/guidelines pertaining to grant and contract administration. Expert knowledge of the grant and contract process from proposal development. Advanced knowledge of federal, state and sponsor regulations/guidelines pertaining to contract and grant administration

Drug Screen: No
Health Screening: No

Background Check Requirements:

COVID-19 Vaccine Requirement:
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer:
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

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Contact Information

Yale University



149 Elm Street

New Haven, Connecticut 06520


Background Information

4-Year Degree


  • College/University
  • Grants and Contracts


Target Job Information