Job Details

Yale University
  • Position Number: 4195310
  • Location: New Haven, CT
  • Position Type: Sponsored Programs, Grants, and Contracts

Pre-Award Administrator

University Job Title: Associate Administrator 1, Pre Award
Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Wage Ranges: Click here to see our Wage Ranges
Work Location: West Campus
Worksite Address: 400 C28 Admin West Campus Drive
Orange, CT 06477
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Research/Support
Total # of Hours to be Works: 37.5

Position Focus:
Yale School of Nursing (YSN) is seeking a Pre-Award Grant Administrator to join a dynamic and growing Office of Research. YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways. The Yale West Campus has a lot to offer including free parking, woodland walking trail, cafe and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)! Photo Gallery Tour | Yale West Campus

The Pre-Award Grant Administrator would be an integral part of the team, providing direct professional support and guidance in the administration of grants, contracts and related funds to faculty and doctoral students. YSN has a growing portfolio of research activities, and the Pre-Award Grants Administrator would be assigned to a portfolio of submissions to oversee from conception to award. Serves as the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines. In all work, supports YSN diversity and inclusion values and commitments.

This position is eligible to work remotely.

A cover letter and resume are required with this application.

Essential Duties:
1. Advise and guide faculty and administrators seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. The Grants Administrator is the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines. 2. Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders. Guide faculty and staff through changes in sponsor requirements. 3. Play a key role in the development and continuous improvement of the grants management process. Review and analyze client interactions, current processes, and submission quality. Make recommendations for and participate in the implementation of changes as appropriate. 4. Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission. Facilitate an effective transfer of grants and contracts when Principal Investigators start at Yale. 5. Review and prepare grant and contract proposals; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, indirect rates, etc. Ensure all required information is entered into the appropriate data systems. 6. Review terms and conditions on proposal solicitations and award documents. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including subcontracts, clinical trials and State agreements to ensure conformity with University policies. Approves and submits grant proposals in accordance with delegated authority. 7. Analyze and understand complex information from multiple sources including funding opportunity announcements, funding interest matches, and submission procedures in order to transmit proposals to OSP that result in a high first pass rate. Obtain and communicate information on sponsor electronic research processes and procedures. 8. Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates. 9. Partner with OSP in working with sponsors on matters of proposal submission. 10. May serve as backup to leadership and assist with training and development of team members. 11. Perform other duties as assigned.

Required Education and Experience:
Bachelors Degree and four years of related professional/managerial work experience or equivalent combination of education and experience.

Required Skill/Ability 1:

Excellent communication skills, both verbal and written, with demonstrated outstanding organizational skills. Well-developed organizational, analytical and problem-solving skills.

Required Skill/Ability 2:

Demonstrated superior customer service orientation and ability to work well under deadline pressures without sacrificing accuracy or customer service.

Required Skill/Ability 3:

Ability to handle a complex portfolio of work in an intensive multi-tasking, entrepreneurial environment. Ability to work well as part of a team.

Required Skill/Ability 4:

Knowledge of budgeting principles and exceptional attention to detail, well-developed organizational, analytical, and problem-solving skills.

Required Skill/Ability 5:

Demonstrated ability with the Microsoft Office Suite (Word, Excel, PPT, etc.).

Preferred Education, Experience and Skills:
Knowledge of Yale financial and administrative policies and procedures. Knowledge of federal, state and sponsor regulations, guidelines pertaining to contract and grant administration. Familiarity with electronic proposal systems. Knowledge of grant/contract methods, procedures, and process of proposal development. Non-financial post award experience.

Drug Screen: No
Health Screening: No

Background Check Requirements:
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement:
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

Posting Disclaimer:
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

To apply, visit

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