Contracts and Grants Pre-Award Administrator
Job Type


Position Title: Contracts & Grants Pre-Award Administrator

Position posting date: 08/29/23

Position start date: ASAP or until filled 

Salary/Range: $47,000 - $72,000 annually (based on experience and education)

Status: Full time 40 hours per week, benefits eligible

Work Schedule: Monday – Friday, Hybrid Position with hours between 8:00am to 4:30pm 

Service/Division: CORE Research Administration/Accounting & Contracts and Grants Pre-Award

Work Location: VMRF/Hybrid

Job Code: MS 1314

  • Oversees pre-award grants administration tasks of a complex portfolio including federal grants and contracts, sub awards, clinical trials, industry- and foundation-sponsored funding, large program projects, recharge centers, donations, and administrative accounts.
  • Interprets contract and grant requirements and funding agency guidelines.
  • Notifies Principal Investigators (PIs) of grant application submission deadlines. 
  • Provides training to scientific support staff in the preparation of grant applications, and PIs and their staff in complying with all administrative responsibilities.
  • Coordinates pre-submission documentation with PIs to ensure timely submission to VA Research Administration.
  • Keeps up-to-date on research compliance laws, policies, and guidelines across institutional lines and sponsoring agencies (NIH, DOD,etc.) 
  • Coordinates and oversees project compliance.  
  • Prepares preliminary, reviews, and ensures accuracy of final budgets for applications.
  • Reviews and recommends budget justification language to provide clarification for budgets.
  • Timely completes and submits grant applications in assigned portfolio.
  •  Resolve complex, sensitive, and other non-routine issues related to contract negotiation or administration.
  • Coordinates Just-in-Time agency requests and submitting the required documentation by stated deadline.
  • Ensures agency regulatory compliance: IRB, IACUC, R&D, COI, Congruency Checks, prior to an award.
  • Independently handles special C&G departmental projects to completion as assigned. 
  • Assists with developing department and institute procedures.
  • Assists with data analysis and preparation of departmental reports. 
  • Maintains and updates electronic and hard copy pending and awarded files.
  • Interacts with researchers, their staff and agency personnel, answering basic questions related to grant activity.
  • Performs all other pre-award grants administration activities not defined herein as may be required by VMRF, the funding agency or any other pertinent entity.
  • Assists with institutional compliance oversight, weekly and monthly management reporting, year-end reporting, and ongoing coordination regarding administrative matters between VMRF, the Sponsor and the Principal Investigator (PI) and/or their designee. 
  • May lead internal monitoring and auditing related to research compliance matters working with C&G Director.  
  • Reports on potentially unsafe conditions.
  • Works well with others.
  • May perform additional duties as required.


Bachelor's degree (B.A./B.S.) from four-year College or University and at least 6 months to 4 years of related experience; or equivalent combination of education and experience.