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Departmental Post-Award Administrator (Remote Option) Job ID 2022-1667 99 views

Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Departmental Post-Award Administrator to work within the Applied Ocean Physics and Engineering (AOPE) Department. This position will have the option to be partially remote, fully remote or fully on campus. This is a regular, full-time, exempt position, and is eligible for full benefits.  Reporting to the Department Administrator, in support of a portfolio of Principal Investigators (PI’s) and maintaining a strong working relationship with the Grant and Contracts Services (GCS) Office, this position provides support in research administration, regulatory compliance, and financial management, including all aspects of post-award administration, in a fast-paced, dynamic program with a focus on federal contract funding. The ideal candidate has excellent organizational, problem solving and interpersonal skills as demonstrated by working closely with federally funded scientists and engineers in an academic research environment.

The selected candidate will be responsible for evaluating AOP&E federal contracts including DoD, IDIQ, CPFF, and FFP for compliance with FAR, DFARS and related regulations and requirements. This individual will function as a departmental subject-matter expert on federal contracts and grants and remain consistently abreast of updates or changes to federal contracting regulations.

Essential Functions

  • Manages & monitors postaward activities for a portfolio of PI’s, including prior approvals, review of award modification requests, contract funding shifts, personnel cost changes, no-cost extensions, progress reports, monitoring and reporting to internal stakeholders and sponsors, and closeouts.
  • Transition funded grants and contracts from pre- to post-award in an organized and collaborative process working with departmental, institutional and central office staff. Conduct an initial review of contracts. Ensure contracts are correctly assigned and identify CDRLs/ contract requirements to help insure oversight of contract compliance and deliverables.
  • Provide key preaward support for the department with respect to processing proposals for submission to numerous agencies for federal contracts.
  • Manages & monitors financial activities of federal contracts, grants, consulting agreements, subcontracts and vendor agreements for sponsored awards within portfolio. Has project management skills.
  • Reconcile sponsored project expenses against university financial systems, track cost share expenses, and forecast budget balances; liaises with finance and procurement to ensure timely invoicing and payments.
  • Facilitate set-up of subrecipient agreements, monitor execution, invoicing and compliance, and close-out agreements and reconcile accounts at contract end.
  • Take a leadership role effectively working with internal and external constituents; interacts effectively with others in identification and resolution of problems.
  • Serve as subject matter expert on federal contract and grant management and act as liaison to GCS and other core offices.
  • Inform PIs and departmental personnel of changes in sponsor policies and regulations; coordinate and ensure compliance with changes.
  • Supports an environment for continuous learning, training, and oversight, serving as a liaison between the departmental research, core administration and GCS.
  • Mentors junior staff, setting and implementing work standards. Coordinates receipt of award documentation, maintain relevant electronic records, and prepare scheduled and special reports.

Education & Experience


  • Bachelor’s degree with 3‐5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.
  • Experience with federal contracts (including IDIQ, CPFF, FFP, DoD).
  • Working knowledge of Federal OMB Uniform Guidance (2 CFR 200) and Federal Acquisitions Regulations (FAR), as well as export controls such as ITAR / EAR.


  • Ability to function as a team member while taking initiative and ownership of assigned duties and projects. Self-motivated and proactive in resolving issues, with ability to multi-task and prioritize workload.
  • Strong customer service focus with the ability to interact and collaborate with diverse internal and external constituents.
  • Demonstrated critical thinking skills. Ability to read, analyze, interpret, negotiate, and manage complex documents, federal contracts, and agreements.
  • Demonstrated ability to work with confidential information, exercise discretion, good judgment, and take initiative.
  • Experience supporting scientists and engineers in the areas of federal and non-federal contract administration.  Knowledge and experience working with diverse funding agencies and sponsors.
  • Knowledge of research administration methodologies, practices and policies, including federal regulations and statutes.
  • Facility with budgeting and reporting using Microsoft Excel.
  • Demonstrated intermediate/advanced level proficiency with the use of Microsoft Office applications (i.e. spreadsheets, databases, Adobe, etc.), ERA systems (Kuali, Streamlyne, InfoEd, etc.), ERP systems (OneSolution, PeopleSoft, SAP, etc.) on PC and/or Macintosh platforms.
  • Ability to cultivate relationships and communicate regularly with research administration officials at collaborating organizations.
  • Demonstrated interpersonal, written and verbal communication skills.
  • Aptitude and interest in learning new systems and data bases.
  • Demonstrated ability to produce and maintain accurate data and records.



  • Accounting knowledge and experience

Special Requirements

  • Must be a U.S. Citizen
  • Must be willing and able to obtain a security clearance at the Secret level.

WHOI has a mandatory COVID-19 vaccination policy in effect, where you must register your full vaccination status [vaccination plus booster] in order to begin your employment. The registration process is confidential and entails submitting your official vaccination records, or requesting to engage in the interactive exemption process for either a medical or religious reason.

Physical Requirements

Physical tasks include mostly sedentary with occasional prolonged standing/walking; use of hands for basic grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, and with others.  Physical duties are subject to change.

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Company Information
  • Active Jobs 49 Jobs
  • Company Address 266 Woods Hole Road Woods Hole, MA 02543
  • City Woods Hole
  • Location Massachusetts
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