Senior Sponsored Program Administrator, Department of Physics


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 manage 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 exciting and challenging work environment. 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.


Your 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 complex 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.
  • Monitor 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 proficiencies 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. We are looking for someone who shares our values and who will support the mission of the university through their work.


You should demonstrate:

  • Aptitude 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


Additional Information:

Joining the CMU team opens the door to an array of exceptional benefits, available to all full-time Carnegie Mellon University employees. Experience the full spectrum of advantages, from comprehensive medical, prescription, dental, and vision insurance to enticing retirement savings programs. Unlock your potential with tuition benefits, and take well-deserved breaks with generous paid time off and holidays. Rest easy knowing you're covered by life and accidental death and disability insurance. For a comprehensive overview of the benefits awaiting you, explore:


At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond just credentials, we consider the role & responsibilities, your invaluable work experience, and the knowledge gained through education and training. We acknowledge and appreciate your unique key skills and the diverse perspectives you bring. Our dedication to encouraging an inclusive work environment means we also account for geographic differentials. Your journey with us is about more than just a job; it’s about finding the perfect fit for your professional growth and personal aspirations.


Are you interested in this exciting opportunity?! Apply today!


Contact Information

Carnegie Mellon University
First Name
Last Name
Contact Email
Contact URL

Background Information

4-Year Degree
Years of Experience
  • College/University
  • Administrator or Administrative
  • Department Administrator
  • Research Administrator/Manager
  • Sponsored Projects/Programs
Work Authorization
Authorized to work in the US
Security Clearance

Target Job Information

Job Type
  • Full Time