Senior Sponsored Research Administrator - Mellon College of Science

The Mellon College of Science (MCS) is home to four departments and many programs and research centers that cross disciplines. We approach scientific problems from fresh angles using creative interdisciplinary approaches while drawing on our departmental strengths in the core sciences. MCS faculty members are nationally and internationally recognized for their research in a variety of fields, including polymer science, cosmology, mathematical finance and neuroscience.


We are searching for a Senior Sponsored Research Administrator to handle both pre-award administration and expert level post award administration for the Physics Department. This is a dynamic opportunity for someone who thrives in an interesting and challenging work environment. In this role, you will contribute to the department by providing professional level support for proposal development and submission, including but not limited to proposal and budget review, review of agency solicitations and RFPs, as well as completion of applicable representations and certifications. You will also provide post-award guidance on existing sponsored awards and coordinate reporting, effort certifications and other post award activities on an as-needed basis.


Core responsibilities will include:

  • Cradle to grave submission of proposals to the Office of Sponsored Programs (OSP) and Sponsors:
  • prepare proposal development and ensure budgetary compliance,
  • prepare proposal package for compliance with sponsor requirements,
  • Completion of representations and certifications,
  • Identify required protocol (e.g., human subjects, animal subjects, rDNA) and disclosure (e.g., conflict of interest) requirements and notify Compliance Administrator.
  • Enter proposal into Sponsor proposal package and complete routing requirements in SPARCS.
  • Work with PIs to coordinate and assemble proposals and also to assist PIs in the organization and assembly of sophisticated multi-investigator proposals that may include multiple institutions.
  • Daily interaction with faculty, staff and researchers, federal and non-federal sponsors, finance and research representatives from subcontracting institutions, CMU’s Office of Sponsored Programs, Office of Research Integrity and Compliance, and Sponsored Projects Accounting Office, as well as finance and research administration counterpart’s campus wide.
  • Participate as an active and reciprocal member of the team, participating in team meetings, trainings and professional development.
  • Provide information and training to, principal investigators, and others
  • Provide information regarding potential funding agencies,
  • Assist principal investigators to meet agency and sponsor deadlines,
  • Provide principal investigator with any materials received from OSP, agency or industry sponsor, and any specific instruction or restrictions that pertain to the award,
  • Provide information to compliance administrator on inclusion of humans, animals, hazardous materials, rDNA if applicable,
  • Advise partners regarding agency or industry sponsor communication and solicitation requirements during the review, after submission, and during the award process.
  • Interpret regulations and guidelines for program funding (both university and agency) for multiple moderately complex grants. Assists in providing monitoring of grants and contracts to ensure expenses are being paid according to awards. Prepares renewals and reports for sponsoring agencies.
  • Supervise monthly accounting reports to advise faculty of status of grants, review charges for unallowable charges and removal of same and offer guidance of financial status to PI’s.
  • Provide faculty members with various options and scenarios that can be used in a proposal's planning or during the execution of the work (i.e. assessing labor allocation and distribution across multiple awards). Develops forecasts, and budgets for faculty members and assists in proposal creation and submission, including the preparation of proposal budgets, often with multiple subcontractors
  • Provide post award assistance such as ensuring audit compliance with effort reporting certifications.
  • Advise faculty members, and department administration, on long-term financial viability of department/center related to sponsored funding given multiple grants and contracts from various sources with differing project end dates.
  • Provides reporting to business manager, department head and college of proposal and award data for annual and other reporting purposes.


You should be adept at working with a broad range of people and must provide excellent customer service with a very strong attention to detail. Flexibility, excellence, and passion are vital qualities within MCS. Inclusion, collaboration and cultural sensitivity are valued competencies at CMU. Therefore, you will need to be able to effectively interact with a varied population of internal and external partners at a high level of integrity.


You should demonstrate:

  • Ability to work independently and as part of a team, in a time sensitive, high-volume work environment.
  • Capability to coordinate multiple projects simultaneously, work independently under pressure, and meet inflexible deadlines.
  • Appropriate sensitivity to safeguarding confidentiality.
  • Experience with financial transactions and reporting.
  • Capability to maintain accurate and detailed records.
  • Ability to work under pressure with frequent interruptions, prioritize work, and get along with people professionally and effectively, while remaining calm and project/task oriented.



  • Bachelor’s degree required; Master’s preferred.
  • Minimum five years of sponsored research administration or related business administration experience in an academic setting required.
  • Demonstrated experience effectively interpreting and applying laws, regulations and policies as they relate to sponsored programs to include federal, state, and local agency regulations/procedures, FAR, CAS, GAAP, and OMB Uniform Guidance governing research administration.
  • Proficiency with electronic budgeting tools, Microsoft Suite, databases, Oracle Self-Service Applications (SSA), and Core Applications (Grants Management, Purchasing, Accounts Payable, Accounts Receivable).



  • Successful background check


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Pittsburgh, PA

Job Function

Research Administration

Position Type

Staff – Regular

Full Time/Part time

Full time

Pay Basis


More Information: 

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  • Click here to view a listing of employee benefits

  • Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran

  • Statement of Assurance

Contact Information

Carnegie Mellon University



5000 Forbes Avenue

Pittsburgh, Pennsylvania 15213


Background Information

4-Year Degree


  • College/University
  • Grants and Contracts


Target Job Information

  • Full Time