Grants and Contracts Specialist - Radiology and Medical Imaging Research

The Department of Radiology & Medical Imaging within the UVA School of Medicine is seeking two (2) Grants and Contracts Specialists to join our dynamic research teams and greater department. Each Specialist will support either pre- or post-award responsibilities. These positions may be eligible for flex-work in a hybrid environment with an option to work remotely for up to 2 days per week. Specialists will be required to report on-site full time until all onboarding and training has been completed and the candidate is able to work independently.

Specialists are independent contributors supporting either pre- or -post-award functions, and should have excellent written, verbal, and interpersonal communication skills. They will be expected to research, analyze, balance, and/or reconcile financial data, requiring strong organizational, analytical, and numerical-processing abilities. Specialists must be able to handle multiple simultaneous and competing priorities effectively, independently researching process-related inquiries to provide appropriate direction and resolution.

Pre-Award Specialist

This position performs responsibilities that support the administration of grants and contracts for the Department. This position is responsible for the processing of proposal or award amendments, communicating with sponsors as needed, and serving as the primary contact for internal and external subcontracts and sponsors. This Specialist will work directly with the Radiology faculty and research support staff to manage the grant submission process.

The preferred candidate will have strong communication skills and be adept at learning new systems. They will work in a fast-paced, deadline-driven environment with high volume, requiring excellent time management and organizational skills.

Pre-Award Responsibilities

• Prepare and submit grants and contracts through the pre-award process utilizing both Sponsor and UVA regulations. Follow through to submission to Sponsor.
• Advise faculty on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review certain administrative proposal elements (biosketches, facilities & resources, etc.) for consistency, accuracy, and completeness.
• Assist with developing budget and budget justification; proofing for inconsistencies to ensure accuracy.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Work closely with Clinical Research Coordinators to develop and submit complex budgets.
• Coordinate with School of Medicine Office of Grants and Contracts staff to review and adapt proposals.
• Work with the faculty to process all non-funded agreements, which are often critical to the receipt of future funds for the Department.
• Maintain delegated access and responsibility for all faculty SciENcv accounts, ensuring Biosketches and Other Support documents are current, accurate, and compliant with sponsor requirements.
• Proactively review faculty compliance status and ensure all required trainings, disclosures, and certifications (including FCOI and sponsor-specific requirements) are current prior to proposal submission to maintain compliance and avoid submission delays.
• Assist with the preparation of the department budget by communicating with faculty to determine the funding probability of pending proposals.
• In addition to the above, other duties may be assigned.

Post-Award Specialist

This position plays a crucial role in managing the financial and administrative aspects of the Department of Radiology’s research projects after they have been awarded funding. This Specialist ensures the accuracy of sponsored program expenditures and ensures compliance with federal, state, sponsor, and university rules and regulations. This position prepares and/or certifies account certifications, maintains costing allocations for faculty and research support staff, works with faculty to complete payroll account confirmations (effort reports), and prepares financial reports. Additionally, they assist with preparing budgets and, in conjunction with the Research Administration Team, presents quarterly updates to faculty on grants and contracts activities.

The preferred candidate will demonstrate excellent oral and written communication abilities in daily interactions and will have the ability to work independently and on a team. They will be proficient in computer applications, specifically, Microsoft Office and Qlik Sense, and will be adept at learning new systems. The selected applicant will work in a fast-paced, deadline-driven environment with high volume, requiring excellent problem solving, time management, and organizational skills. Additionally, the candidate will possess a working knowledge of grants and contracts and will have experience in interpreting and applying policies from multiple levels of authority (federal, state, and institutional).

Post-Award Responsibilities

• Prepare and/or certify monthly account reconciliations, process supplier invoice requests, create purchase orders, prepare/submit reimbursements, submit internal service deliveries, and create journal transfers/accounting adjustments for multiple awards.
• Provide financial oversight, compliance guidance, and administrative support in regard to sponsor and institutional regulations.
• Perform detailed financial analysis of award spending and provide projections of future spending.
• Identify and address potential risks and issues related to research projects, such as budget overruns, compliance violations, or delays in project timelines.
• Work with PIs and other stakeholders to develop strategies for mitigating risks and resolving issues as they arise.
• Prepare progress reports in compliance with sponsor guidelines.
• Submit payroll costing allocations / payroll adjustments.
• Maintain faculty iLAB accounts, ensuring members are up to date and worktags are accurate.
• Complete biannual payroll account confirmations with faculty.
• Stay informed about changes in funding agency requirements, regulations, and best practices in research administration.
• Meet with faculty monthly / quarterly to review grant reports and balances.
• In addition to the above, other duties may be assigned.

Minimum Qualifications

Grants and Contracts Professional 1

Education: High School diploma.

Experience: None.

Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings and programs.

Grants and Contracts Professional 2

Education: Associate's degree.

Experience: At least two years of relevant experience required. A combination of education and relevant experience may be considered in lieu of a degree.

Preferred Qualifications

Experience: Work experience with Grants and Contracts or Research Administration, preparing proposals for federal sponsors and/or monitoring research grants and contracts, in an higher education environment. Proficiency in Microsoft Word, Excel, and Outlook, as well as familiarity with ResearchUVA and/or Workday Finance.

Licensure: Certified Research Administrator (CRA) certification or similar.

Anticipated salary range is $44-$55k (non-exempt) for Professional 1 Specialists, or $58k-65k (exempt) for Professional 2 Specialists, commensurate with education and experiences.

This is a benefited position.  For more information on the benefits at UVA, visit  hr.virginia.edu/benefits. This position is located in Charlottesville, VA, and may provide an option to work in a hybrid environment after completing all required onboarding and training.

For more information about UVA and the Charlottesville community please see http://www.virginia.edu/life/charlottesville and https://embarkcva.com/.

This position will not be able to provide consideration for candidates who require sponsorship at this time. The University will perform background checks on all new hires prior to employment.

Application review will begin after June 19.

How To Apply

Please apply online, and search for R0085177. Complete an application online with the following documents: 

• Resume
• Cover letter 

Upload all materials into the resume submission field; multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

Internal applicants: Search and apply for jobs on the UVA Internal Careers website.

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required.

For information regarding the position or the application process, please contact Lyndsay Thaxton at [email protected].

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.