Careers

OFFICIAL JOB TITLE: Manager of Pre-award Administration

DIVISION: Academic Affairs

DEPARTMENT: Office of Research Administration

BARGAINING UNIT STATUS: ESU. Cat. 14

FLSA STATUS: EXEMPT

REPORTS TO: Director of Research Administration

SUPERVISES: Provides functional oversight of Pre-award staff. Provides functional supervision to other research support staff and students as business needs dictate.

SUMMARY PURPOSE OF POSITION:

This full-time position is responsible for pre-award administration management. This area is responsible for providing proposal review, budget assistance and review, proposal submission, award and contract negotiations, award acceptance, award set-up, and is the primary contact for post-award contractual issues and assists with non-financial post-award management, monitoring and reporting. This position acts as liaison with external sponsors and ensures compliance with all applicable Federal, State and University rules, regulations, policies and procedures. In the absence of the Director of Research Administration, serves as primary point of contact for the Office of Research Administration.

EXAMPLES OF PRIMARY DUTIES AND RESPONSIBILITIES:

• Assists PIs in the development, review, and submission of all Federal, State, and other externally sponsored research grants and contract applications, including individual investigator grants, multiple principal investigator (MPI), and complex grants, such as training grants, career development grants, and program center grants.
• Independently leads submission of grants: Manages timelines, research team communication, and the overall progression of submission to ensure the on-time completion of high quality, responsive and compliant proposal applications.
• Proactively communicates progress and roadblocks and collaborates with leadership to mitigate problems and identify or innovate solutions.
• Provide technical assistance to Principal Investigators in interpretation of funding agency regulations and requirements, and advises regarding budgetary issues affecting proposal applications, such as indirect costs and fringe benefits.
• Serves as subject matter expert able to advise on a variety of federal and non-federal sponsors.
• Acts as Authorized Official on behalf of the University.  Designated and authorized to execute grants and contracts on behalf of the University.
• Completes administrative and compliance review and submission of all initial, competing, or retroactive requests for funding support, as well as submission of Preproposals and Letters of Intent
• Provides functional oversight of pre-award staff. Assists with assigning tasks and responsibilities to staff, reviews and adjusts workload as needed.  Provides training to pre-award staff.
• Review grant/contract proposals to assure compliance with granting agency fiscal, application and other requirements, compatibility with State statute and University policy; may recommend or negotiate changes.
• Assist faculty and staff in all aspects of proposal development including budget building & development.
• Work with and provide training to Research Support staff as needed; act as liaison and administrative contact pertaining to sponsored projects between the University's PI, external sponsors and other University and system level administrative offices as needed.
• Responsible for electronic grants management including review, submission to sponsor and is an authorized signatory of proposals. Responsible for registering faculty as authorized users. Responsible for approving staff access to Federal government web portals.
• Responsible for ensuring ORA website information for proposals is accurate and up to date with current budget templates, fringe rates, etc.
• Negotiate contracts/grants and sub-awards, working with legal counsel and Director of Compliance and the Office of Technology and Commercialization Ventures in negotiating and executing agreements.
• Accept and create awards in PeopleSoft. Oversee maintenance and updating of Kuali pre-award and Peoplesoft functionality for proposals and awards. Enter information into Kuali and/or PeopleSoft as needed.
• Authorize/process no-cost extensions and re-budget requests. Primary contact for communication with sponsors for approval or notifying sponsor of University approval action as appropriate.
• Clarify and resolve issues of concern with staff, sponsors. etc.; maintain complete records and documentation.
• Maintain knowledge of and interpret pertinent Federal, State and University regulations regarding the preparation and submission of grant proposal applications, contracts and management of awards.
• Ensure compliance on behalf of the University with policies and regulations.
• Identify and make recommendations for improvement of current practices, assist in the implementation of new policies and procedures.
• Collaboratively work with pre- and post-award staff, providing guidance in resolving issues and addressing questions as they pertain to sponsored projects administrative matters.
• Actively participate in cross training initiatives within the office.
• Assist the Director in modifying, testing and implementing budget templates & internal forms.
• Assist in the development and presentation of ORA workshops, newsletters and other communications for the UMassD community.
• Process incoming billing Agreements using sponsored funds.
• Serve as a back-up for other Pre-award staff as necessary.
• Signs invoices, cost transfers and requisitions as needed.
• Perform other tasks as needed and as assigned by the Director of Research Administration and/or Chief Research Officer.

MINIMUM QUALIFICATIONS:

• EDUCATION: Master’s degree.
• EXPERIENCE:
  • Demonstrated three to five years of experience in grants management, program development or proposal writing.
  • Experience dealing with Federal and State agencies and knowledge of their funding priorities.
  • Excellent computer skills including knowledge of spreadsheets and online databases.
• OTHER: Experience with contracts and subcontracting, electronic grants administration.

PREFERRED QUALIFICATIONS:

• Experience in higher education.
• Familiarity with Federal Acquisition Regulations, Uniform Guidance, Code of Federal Regulations, and Office of Management & Budget (OMB).

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

• Excellent writing and communication skills.
• Ability to work well with a variety of people from all different professional levels.
• Attention to detail and ability to deal with multiple tasks simultaneously.
• Knowledge of federal/state regulations as they relate to grants/contracts.

NOTE: Other job-related duties and responsibilities may be assigned and/or the job description changed periodically to reflect changing organizational needs.

SALARY:

UMass Dartmouth offers exciting benefits such as:

• 75% Employer-Paid Health Insurance
• Flexible Spending Accounts
• Life Insurance
• Long Term Disability
• State Pension Retirement Plan
• Optional Retirement Savings Plans
• Tuition Credit (Employee, Spouse, & Dependents)
• Twelve (12) paid holidays
• Paid personal, vacation, and sick time
• And More!

Benefits for ESU Union: ESU

Applicants must be authorized for employment in the U.S. on a full-time basis. Employment-based visa sponsorship is not available.

To apply, please submit a letter of interest, a current resume, and the contact information for three professional references.

The deadline for internal ESU applicants is August 5, 2026.

The review of applications will be ongoing until the position is filled.