The Grant Administrator, DISC Pre-Award supports departmental and institutional efforts in securing external funding for research, training, and creative activities. Rooted in an understanding of federal regulations governing sponsored projects, other sponsor requirements, and institutional compliance requirements, the Grant Administrator serves as a primary liaison between principal investigators (PIs) and the institutional Pre-Award Services team. Under minimal oversight, they provide expert guidance and act as a trusted advisor to PIs throughout the proposal development process, ensuring all submissions comply with sponsor guidelines and institutional policies. This position also collaborates closely with other key institutional offices including the Pre-Award Services Team, the DISC Post-Award Team, and Faculty Affairs to maintain the office’s reputation for providing exceptional partnership to our research community in grants management and to promote Brandeis University’s core mission as a research institution.

Pre-Award Proposal Development (90%)

• Supports a portfolio of sponsored projects proposals and ensures a high-quality product is delivered to the Pre-Award Services team for review and submission, including assisting in the development, preparation, finalization, and submission of the proposals.

• Obtains and reviews sponsor guidelines for all proposals; advises the PI on administrative requirements in preparing proposal submissions. Coordinates and reviews certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness. Reviews proposals for consistency with sponsor guidelines on format, compliance with the FOA, font size and page limits, narrative, etc.

• Works closely with the PI to develop budgets and budget justification, ensuring accuracy. Reviews budgets for consistency with sponsor requirements; monitors for compliance with agency and University guidelines; verifies all financial information, including institutional salaries, fringe, indirect rates, etc. for the project.   

• Ensures all applications meet sponsor and institutional guidelines and deadlines, including management of the Just-In-Time process.

• Confers with PI and pre-award support staff at collaborating institutions to secure necessary sub-awards documents for proposals.

• Monitors and facilitates the proposal routing process in compliance with University procedures.

Program Support (10%)

• Continues to develop in-depth and expansive knowledge of external sponsor regulations and requirements and stays fully abreast of all proposed changes in federal and state regulations and laws affecting sponsored programs, including the Federal Acquisition Regulations, the Code of Federal Regulations and state and institutional policies and reporting requirements to ensure continued compliance

• May contribute to the development of institutional policies and operational/administrative procedures in relevant areas, and may provide guidance regarding the interpretation of regulations, laws, and policies to the research community. 

• Builds effective relationships with key Brandeis stakeholders with tact and diplomacy.

• Supports the team by sharing knowledge on the grant administration process, internal procedures, and best practices. 

• All other duties, as assigned.

Job Requirements:

• Bachelor’s Degree required, advanced degree preferred (MA/MS/JD/MBA/PhD)

• 2-4+ years work-related experience

• Experience in a university setting, and familiarity with the research administration function, including sponsored projects administration and policy or a related field involving regulatory work and application preparation (i.e. banking, science, etc.).

• Understanding of Federal funding agencies and regulatory bodies, and experience in developing approaches to emerging administrative and compliance requirements.

• Ability to manage ambiguity and be able to juggle and prioritize multiple time-sensitive demands in a rapidly changing organization and environment.

• A collaborative and inclusive professional style, ability to build strategic relationships with staff at all levels, excellent organizational and communication skills (written, verbal, listening), ability to make strategic connections, and the utmost respect for discretion, confidentiality and professionalism.

• Ability and inclination to anticipate future opportunities and consequences.

• Resonance with the mission and goals of the Office’s priorities

Skills & Knowledge:

• Legal, regulatory, scientific, or social science background helpful

• Familiarity with research administration and compliance concepts and business processes as well as knowledge of a University setting, including academic and central administrative functions

Dimensions & Scope:

• Expected to be a part of diverse teams, requiring high degree of collaboration and inspiring confidence with team members.

The maximum salary for the position is $70,000

This job is located in Waltham, MA.  While the flexibility of a hybrid schedule is available, the ORA maintains a vibrant, in-office work culture, and working in the office with the team several days each week is required. 

Per Brandeis University’s policies, the candidate must reside in a state in which Brandeis is registered to conduct business, currently MA, RI, ME, VT, NH, RI, CT, NY, CA.  Relocation assistance for this position is not available.  All candidates must be authorized to work in the United States; sponsorship is not available for this position.

Pay Range Disclosure

The University's pay ranges represent a good faith estimate of what Brandeis reasonably expects to pay for a position at the time of posting. The pay offered to a selected candidate during hiring will be based on factors such as (but not limited to) the scope and responsibilities of the position, the candidate's work experience and education/training, internal peer equity, and applicable legal requirements.

Equal Opportunity Statement

Brandeis University is an equal opportunity employer which does not discriminate against any applicant or employee on the basis of race, color, ancestry, religious creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, pregnancy, age, genetic information, disability, caste, military or veteran status or any other category protected by law (also known as membership in a "protected class").