132,210 Jobs at 2,116 Institutions. 6 New Jobs Today.

This job has Expired


Contracts & Grants Pre-Award Administrator

Job Description

Posting Number


Internal Recruitment


Working Title

Contracts & Grants Pre-Award Administrator

Anticipated Hiring Range

$62,000 - $75,000 (commensurate with education & experience)

Work Schedule

Monday - Friday, 8am - 5pm

Job Location

Raleigh, NC


CVM - Research

About the Department

The primary function of the College of Veterinary Medicine is to train and support veterinary professionals, and perform research to improve animal and human health and well-being, and contribute to the economy of North Carolina, and beyond, through education, research, service, extension and engagement. These goals are pursued through teaching, research, and continuing education and public service.

In the College of Veterinary Medicine the administration of research and sponsored activity finances is partially centralized under the Associate Dean for Research. The purpose of the Research Office is to provide comprehensive assistance to the faculty, students and staff of the College, and to other colleges and University offices as needed, with regard to all Research Administration, for both proposal and award management. Excellence in Research Administration and Customer Service is the key focus of our office.

The college is committed to practicing inclusivity, making community a priority and promoting innovation. We embrace effective leadership and we champion personal and professional growth.

Essential Job Duties

This Contracts & Grants Pre-Award Administrator is responsible for pre-award activities associated with the College of Veterinary Medicine (CVM) contract and grants research administration, and reports directly to the Director of Research Administration.

These duties will include, but are not limited to:
  • Drive the daily operations of the team responsible and accountable for the grant pre-award process for the college.
  • Will have the ability to understand and interpret guidelines, rules and regulations, and analyze policies and procedures relevant to funding agencies. They will ensure proposals are compliant with federal, state, and all agency guidelines related to research activities.
  • They will provide oversight on development of Testing Service Agreements with Faculty and SPARCS representatives.
  • Knowledge of program policies, procedures, technology, best practices and their theoretical bases, demonstrated by the ability to relate programs to strategic plan to address complex or sensitive issues affecting clients. Ability to focus management on more strategic programs. Ability to serve as the program/project expert.
  • Direct the pre-award grant process, assisting faculty/students with proposal development and subcontracts, including development of proposal budgets and justifications to ensure compliance and effective post award administration. Ensuring all policies, procedures and requirements from the sponsor as well as the cost accounting standards, state and federal requirements are met.
  • Prepare applications in federal sponsor systems (NIH-ASSIST; NSF-research.gov, DOJ-Just Grants, Workspace and other systems as sponsor requires) for AOR submission.
  • Guide researchers on proposals to be submitted by the lead faculty member such as the Morris Animal Foundation Fluxx system.
  • Assist faculty with Project Information and Navigation System (PINS) for new proposals, supplements, and continuations (includes training new faculty).
  • Ability to manage several and/or multi-faceted program(s) or project(s) in their entirety. Ability to set appropriate deadlines.
  • Ability to plan and assign work of others. Ability to identify organizational needs and relevant business improvement processes. Ability to ensure compliance with program standards. Ability to make final technical decisions.
  • One of the primary functions of this position is to offer guidance to faculty and students in order to submit highly competitive proposals.
  • This position must remain current on Research Administration policies and changing regulations that will affect the College and researchers.
  • The position will advise the faculty and students in reviewing work, sharing resources and providing feedback on proposals.
  • Serve as a College liaison to SPARCS and Contracts & Grants.
  • Serve as a liaison with NIH program officers, which entails calling to discuss submissions, awards and faculty questions and answers.
  • Works with research administration at other universities and other colleges on NCSU campus on interdisciplinary proposals.
  • Works directly with the Director of Research Administration to develop best practices and SOPs for the pre-award processes.
  • Read, interpret and follow the guidelines/instructions per the request for applications, program announcements, funding opportunities, etc.
  • Apply the correct indirect cost rate (facilities and administrative costs) per the college and sponsor guidelines.
  • Review of pending proposals as to status of funding and have systems updated accurately to reflect status change.
  • Track proposals on the college PINS tracker google sheet and update accordingly.
  • Ability to develop resolution strategies.
  • This position delivers clear and prompt written and verbal guidance to Researchers in order to resolve issues improving efficiency and customer satisfaction. They must maintain professional and courteous communications at all times, understanding that all communications are part of the public record and subject to audit.
  • Responding to inquires in a timely manner is essential, as most requests are associated with an impending deadline.
  • The selected candidate must also be organized and efficient in their communications with a strong understanding of the audience they are communicating with, as they will be communicating with established professors with many years of experience, new faculty, post doctorates, students, and departmental staff.
  • Ability to cultivate professional relationships with all levels of the program/organization, internal and external.
  • Ability to take the initiative in difficult situations.
  • Ability to encourage others in complex and sensitive situations to reach a mutually agreeable resolution that achieves business goals and maintains positive work relationships across the organization.
  • Ability to coordinate and manage communication efforts conveying difficult, crucial, and/or controversial decisions.

Other Responsibilities

Other duties as assigned

Minimum Education and Experience

  • Requires post-baccalaureate credentials plus 2-4 years experience; a bachelor’s degree plus 3-5 years experience may be substituted for the advanced degree on an exceptional basis.
  • Ability to establish and maintain effective working relationships with a wide variety of clients and colleagues.
  • Ability in the fiscal and administrative management of complex agreements and relationships with external sponsor/funding agencies.
  • Advanced proficiency in Microsoft Office (Word, Excel) (or similar software).
  • Experience in contracts and grants proposal review and oversight

Other Required Qualifications

  • Knowledge/experience in research proposal development and submission processes to funding agencies.
  • Ability to understand and interpret guidelines, rules and regulations, and analyze policies and procedures relevant to funding agencies.
  • Proficiency in written and verbal communication with a diverse constituency.
  • Working knowledge of the following or similar software’s: PINS , PMR, RADAR, PSFinancials, PSHR, TEARS, Grants.gov, eRA Commons, etc.
  • Ability to prioritize during heavy workloads, shifting priorities, and pending deadlines.

Preferred Qualifications

  • Certification Research Administrator (CRA).

Required License(s) or Certification(s)


Valid NC Driver's License required


Commercial Driver's License required


Job Open Date


Anticipated Close Date

Open Until Filled

Special Instructions to Applicants

Please include as attachments a resume, cover letter, and contact information for at least 3 professional references. 

Position Number


Position Type

EHRA Non-Faculty

Full Time Equivalent (FTE) (1.0 = 40 hours/week)



12 Month Recurring

Mandatory Designation - Adverse Weather

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events

Non Mandatory - Emergency Event

Is this position partially or fully funded on ARRA stimulus monies?


Department ID

191901 - Research


NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-515-3148 to speak with a representative at the Office of Institutional Equity and Diversity.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

*Please mention you saw this ad on AcademicJobs.*

Apply Now

Be Seen By Recruiters at the
Best Institutions

Create Your FREE Profile Now!