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Departmental Pre-Award Analyst (Remote Option) Job ID 2022-1688 95 views

Job Summary

Woods Hole Oceanographic Institution (WHOI) is seeking a Departmental Pre-Award Analyst to work within the Applied Ocean Physics and Engineering (AOPE) Department. This position will have the opportunity to be hybrid (partially 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 serves as the initial point of contact to coordinate the proposal submission process for a portfolio of PI’s. The department supports a fast-paced, dynamic research environment with federal and non-federal sponsors.  The work is varied and rewarding. The selected candidate will be responsible for identifying funding opportunities, preparing proposals for submission, and collaborating with GCS on award set up and subawards. This individual will function as a departmental subject-matter expert on proposal preparation and submission and remain consistently abreast of updates or changes, particularly with respect to federal regulations.

The ideal candidate has excellent analytic, problem solving and interpersonal skills as demonstrated by working closely with federally funded scientists and engineers in an academic research environment.

Essential Functions

  • Manages & monitors pre-award activities for a portfolio of PI’s, including identifying funding opportunities, preparation & submission of proposals, and award set up.
  • Critically evaluates proposal solicitations to identify proposal components, compliance requirements, and due dates.
  • Establishes deadlines to ensure compliance with the Department and GCS policies and procedures for proposal submissions.
  • Communicates policies and procedures to internal and external customers and works collaboratively to facilitate the proposal preparation, review, approval and submission process.
  • Prepares federal, non-federal, and internal research funding proposals, including grants, contracts, cooperative agreements and subawards working closely with principal investigators (PIs), sponsors, and relevant internal and external contacts.
  • Assists with developing budgets and justifications that align with the needs of the projects and comply with federal regulations; verifies all financial information to include application of the appropriate rates.
  • Coordinates and reviews standard proposal elements (biosketches and facilities & resources information) for consistency, accuracy, and completeness.
  • Initiates electronic applications in different web-based proposal submission portals and uploads relevant documents to complete grant applications.
  • Monitors and facilitates proposal process through workflow routing process in compliance with Institutional procedures.
  • Serves as a PI liaison with sponsors, fostering ongoing relationships.
  • Knowledgeable in applicable sponsor rules, regulations and policies.
  • Prepares and submits documents in an accurate and timely manner.
  • Cultivates relationships and communicates regularly with research administration officials at collaborating institutions.

Education & Experience


  • Bachelor’s degree with 3‐5 years of increasingly responsible, directly related research administration experience or equivalent combination of education and experience.
  • 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, and manage complex documents 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 research 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 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.

Special Requirements

  • 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 54 Jobs
  • Company Address 266 Woods Hole Road Woods Hole, MA 02543
  • City Woods Hole
  • Location Massachusetts
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