Summary:

The Center for Veterans Research and Education (CVRE), whose mission is helping to support innovative research and education initiatives that improve the health and well-being of Veterans, is seeking a Post-Award Specialist level III.

Position Description:

The Post-Award Specialist III (PAS III) will independently manage the post-award activities for a large volume and diverse set of complex federal, non-federal, and industry sponsored research projects including outgoing sub-awards, Principal Investigators (PIs), and or cross-organization initiatives in accordance with sponsoring agency, VA, and CVRE policies and regulations. This position will report to the Grants Administration Manager.

The PAS III will serve as a department lead on projects, assist/lead process improvement activities within the department and instruct/train new or less experienced co-workers. Functions of this position shall be performed in fulfillment of CVRE’s values, utilizing continuous improvement in processes, policies, and procedures to nurture an environment which fosters service to our customers and administrative excellence.

Responsibilities:

Major duties and responsibilities may include but are not limited to the following:

• Maintaining compliance with grants and IRB protocols and tracking and ensuring compliance with awarded grant budgets.
• Collaborate with Pre-Award to transition funded proposal to award.
• Review sponsor terms and conditions at time of award and amendment and note unusual items.
• Review account set ups (new and amendments) and highlight specific items required in post-award.
• Initiate, amend, and terminate subaward agreements and personnel agreements in a timely manner.
• Proactively review all active studies to ensure up-to-date revenue collection working with Accounting Staff to bill sponsors.
• Receive invoices from subrecipients, vendors, VA Office of General Counsel, and VA ancillary services; review for project congruency and provide approvals to bill CVRE.
• Proactively monitor spending on a regular basis and communicate burn rates and issues to PIs timely.
• Review and approve requisitions/purchase orders and personnel requests assuring availability of funds and appropriateness of expenditures in accordance with sponsor, CVRE and VA policies and regulations.
• Monitor effort certification for accuracy and timeliness.
• Prepare on-time submission of scientific and financial progress reports to avoid late submissions.
• Proactively initiate closeout of accounts within portfolio within thirty days of final billing, financial reports, progress reports, etc. being submitted to the funding agency and accepted special projects as assigned.
• Proactively identify areas of concern/unusual items in terms and conditions and translate for staff.
• Interpret sponsor requirements including changes (whether permanent or temporary) to account for varying circumstances, translate for staff, and incorporate with understanding of VA and CVRE policies.
• Serve as additional reviewer and submit prior approval requests and prepared reports (RPPRs, FFRs) to the sponsor.
• Provide short-term backup coverage for staff absences as needed.
• Compile list of upcoming and late report submissions and communicate to Grants Administration Manager on a monthly basis with updates as changes occur.
• Review PI Account Balances and identify those with zero budgets and take appropriate action to resolve; confirm status with Grants Administration Manager and Executive Director (ED).
• Review Account Balances to identify overspent/negative balances, and take appropriate action to resolve; confirm status with Grants Administration Manager and ED.
• Track status of closeouts monthly and report to Grants Administration Manager and ED.
• Accurately convey technical, regulatory or other research and project-specific knowledge;
• Able to choose appropriate forms of communication.
• Proactively communicate status updates and workflow needs intra- and inter-departmentally.
• Proactively communicate with PIs to review PI portfolio including expenses, projections, effort, reporting requirements.
• Liaise between PI and sponsor or subrecipients to obtain needed approvals.
• Liaise between CVRE and sponsors or VA offices as needed.
• Participate in department continuous process improvement activities, incorporating innovation, new technology, new ideas and processes.
• Proactively identify policy development needs; create plan of evaluation, documentation, and implementation; gather feedback from Grants and Contracts staff and Leadership; refine policy; publish; implement; follow up after implementation and adjust as needed.
• Proactively oversee and contribute to revision and maintenance of Standard Operating Procedures (SOP’s) for department.

Applicants must include a cover letter.

This position is intended to be a HYBRID (remote/office) position

Requirements and Qualifications:

Education:   

Required:            Bachelor’s degree or equivalent experience

Preferred:           Master’s degree 

Licensure/Registration/Certification: 

CRA Certification desired

Experience:

Required:

• •5-7 years directly related progressive post-award departmental or central research administration/grants management experience in an academic, academic medical center or research office setting involving interactions with individuals at all levels and experience providing high-level customer service;
• •Experience with complex projects and awards including Federal Awards such as NIH and DoD.
• •Experience working in professional research environment;
• •Ability to demonstrate professional behavior and lead by example.

Preferred:

• 8+ years directly related post-award departmental or central research administration/grants management experience in an academic medical center or research office setting.
• Direct supervision of staff
• Experience/exposure working with a nonprofit, VA or VA-nonprofit organization.

Knowledge:

Required:

• •Extensive knowledge in all areas of federal and non-federal post-award research administration/grants management in a department, central office, or non-profit setting
• •Ability to create, review, analyze, interpret, and synthesize very complex financial reports and data.
• •Demonstrated in-depth knowledge of sponsored research-related compliance and guidance regulations including OMB Circulars (UG), FAR Clauses, and NIH Grants Policy Statement
• •Direct in-depth experience preparing and submitting Federal Reports including FSRs, RPPRs, and Other Support
• •Demonstrated in-depth knowledge of standard concepts, practices, and procedures within industry sponsored research.

Preferred:

• Expert knowledge in all areas of federal and non-federal post-award research administration/grants management in a department, central office, or non-profit setting.

Abilities:

Required:

• Strong organizational and interpersonal skills
• Demonstrated commitment to excellence in customer service and performance.
• Demonstrated ability to use Microsoft Office suite and Adobe PDF
• work independently, proactively and flexibly.
• create, review, analyze, interpret and synthesize financial project reports of highest scope and complexity.
• utilize spreadsheet and database software for financial analysis, fiscal management, and financial reports and utilize to monitor monthly/ quarterly/ annual metrics.
• utilize advanced financial spreadsheet functions including formulas, pivot tables, vlookup
• create and follow written and verbal instructions. 
• manage multiple priorities and prioritize competing priorities in a fast-paced, deadline-driven environment.
• effectively balance customer service with regulatory compliance and ensure CVRE remains compliant with all terms and conditions of awards.
• communicate and work effectively and collegially in a team environment.
• communicate effectively and efficiently in writing and verbally. 
• work with both detailed and broad guidance, seeking out answers using available resources and synthesize/ communicate information to team and customers.
• analyze complex and/or ambiguous situations, identify workable solutions and the potential outcomes, and lead the team to implement the final solution.
• be proactive and flexible and demonstrate good judgment and decision-making skills.

Conditions of Employment:

• Subject to a criminal and educational background check.
• Designated and/or random drug testing may be required.
• Regular and predictable attendance is required.
• Typical hours fall within standard business hours, work may be required during hours beyond standard business hours, including weekends.
• Must be a US citizen.

 Physical Requirements:  The employee must be able to navigate the medical center, use a keyboard, and lift up to 25 lbs.  Reasonable accommodation may be considered in determining an applicant’s ability to perform the duties/functions of the position.