Villanova is seeking a full time College Grants Administrator with strong pre-award experience to support our College of Liberal Arts and Sciences.  This is a hybrid role.  Villanova is located on a beautiful suburban campus, a few miles from the City of Philadelphia (home of the 2025 Superbowl Champions!).

 

Interested candidates should apply here: https://jobs.villanova.edu/hr/postings/30680

 

The Grants Administrator assists Villanova University and its research community in applying for and managing sponsored projects and serves as the first point of financial compliance review for VU sponsored award activities within the College of Liberal Arts and Sciences (CLAS). The individual in this position is responsible for enforcing and complying with federal and other sponsor requirements and institutional policies and procedures. This position is a member of the CLAS administrative team and provides local support to faculty. The individual in this role must have a solid understanding of grant policies and independently follow the policies and procedures set forth by the University for managing sponsored award activities. It is critical for the individual in this role to demonstrate a supportive and team-oriented approach that both reduces faculty administrative burden and protects the university from unnecessary risk as it relates to pre-award activities.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.  Responsibilities include:

 

• Provide guidance to Investigators/Research Team on regulations, federal and others, as they relate to sponsored award proposal development and implementation.
• Maintain regular contact with college level Investigators and with local leadership (Deans, Chairs, College Finance Managers, etc), to ensure proactive management of applications.
• Develop, edit, and advise on administrative components of sponsored award proposals including, internal and sponsor-required budgets, justifications, biosketches current/pending and other support, required letters, subaward/subcontract documentation, and any other required documents.
• Create internal (Cayuse) proposal record, complete application forms, and upload documents to sponsor website. Ensure all errors/warnings are addressed.
• Liaise between PIs, OG&C, and compliance units (IRB, IACUC, COI, Export Control, and IBC); ensure that compliance trainings and certifications are complete.
• Ensure that all proposals initiated by college faculty are complete and conform to sponsor and Villanova pre-award policies prior to submission to OG&C for submission to sponsor. Work within deadlines/timelines as required by sponsor.
• Prepare sponsor requested pre-award budget revisions, requests for other support/current and pending documents, Just-in-Time requests. Submit to OG&C for review and to sponsor when appropriate.
• Review new awards/contracts/agreements for accuracy prior to award set up. Address any changes as necessary (budget revisions). Prepare and submit advance account and/or pre-award spending requests as needed.
• Meet with Associate Research Dean/Chairs regularly to review college portfolio, advise of issues, and help to creatively problem-solve.
• Track Key Personnel effort against commitments. Develop plan with PI (and others within college as appropriate) at pre-award to prepare for over-commitments. Maintain current/pending and other support documents throughout the life of the awards.
• Notify PIs, ADR, Chairs, and OG&C leadership of potential audit risks.
• Support other sponsored pre-award related activities as needed.
• Stays current with changes and updates in research administration field.
• Perform additional duties and assists with special projects as assigned.

 

Minimum Work Experience:

• At least 3 years’ of solid experience supporting pre-award activities for grants and contracts
• Thorough understanding of federal grant regulations and their implementation in the higher education setting. Ability to understand contractual requirements. Ability to apply federal and sponsor regulations to financial transactions, sponsored award budgets and sponsored award proposal content.
• Attention to detail required. Excellent written and verbal communication skills; ability to translate complex requirements into simple and actionable recommendations.
• Friendly and supportive demeanor, and ability to communicate clearly and professionally.
• Fluency in Microsoft Office suite.

 

 

Moira McAndrews, MBA, CRA

Director, Office of Grants and Contracts

Assistant Vice Provost, Research Administration

Villanova University| Middleton Hall

800 Lancaster Avenue

Villanova, PA 19085

610.519.4221