Sponsored Programs Assistant

Job Requisition:

JR101919 Sponsored Programs Assistant (Open)

Job Posting Title:

Sponsored Programs Assistant

Department:

CC00046 WM001 | PROV | Pre-Award

Job Family:

Staff - Fiscal Administration

Worker Sub-Type:

Regular (benefited)

Job Requisition Primary Location:

Mount Vernon Offices

Primary Job Posting Location:

Posting Location - William & Mary

Job Description Summary:

The William and Mary Office of Sponsored Programs (OSP) is charged with management of all pre-award and post-award activities associated with extramural funding requested and received in support of the institution’s missions of research, education, and public service.

The Sponsored Programs Assistant supports the operations of the Office of Sponsored Programs and the management of externally sponsored research programs at W&M. The Sponsored Programs Assistant provides data entry support for both the OSP Database (Cayuse/SPARCS) and the university accounting system (Workday), prepares invoices to external sponsors, assists in award setup and closeout, generates internal reports for administrators and faculty, and retains all required records according to the appropriate retention schedule. The Sponsored Programs Assistant also regularly maintains the OSP procedures manual and updates the OSP website under the direction of the Director, and Senior Sponsored Programs Administrator.

Job Description:

Required Qualifications:

• High school diploma or equivalent.
• Strong reading and analytical skills.
• Proficiency with Microsoft Office applications, particularly Outlook and Excel.
• Demonstrated ability to productively navigate multiple computer applications, web platforms, centralized records systems, or client databases.
• Experience with diverse internal and external customers and stakeholders.

Preferred Qualifications:

• Associate degree or a bachelor's degree in accounting, finance, or a closely related field.

• Exposure to federal, state, and/or foundation rules and regulations related to grants and contracts.

• Knowledge of web-based proposal, payment, and awards management systems or other similar web-based applications is highly desirable.

• Experience or coursework in accounting, financial management, or business administration.

• Experience using an automated financial or accounting system.

Conditions of Employment:

• This is a non-exempt position, eligible to receive overtime in accordance with the Fair Labor Standards Act and university policy. This position may be subject to overtime during high peak times, etc. as directed and approved by the supervisor.
• This position is subject to occasional travel.
• This is a restricted position, subject to availability of funding.
• This position is not eligible for work visa sponsorship.
• This is a hybrid role based in Williamsburg, Virginia, with regular in-office presence.
• For full consideration, please apply by the review date of August 3, 2026, with all application materials. Applications received after this date may be considered until the position is filled.
• Please submit the following: Resume, Cover Letter, and list of three professional references with contact information.

Job Duties:

25% - Data Management:

Accurately enter initial award and modification information in the OSP Database (Cayuse/SPARCS)

Perform OSP Database reconciliation, including:

• Marking declined proposals
• Deleting duplicate records
• Semi-annual proposal number alignment with the logbook
• Verifying Workday Accounting System budget values against database values
• Distribute award and modification data.
• Update the Workday Accounting System and related systems as awards are modified or closed.
• Perform archiving and records retention activities.

20% - Compliance Monitoring:

• Verify current protocol status at the time of award and/or modification and notify Principal Investigators (PIs) of expiring protocols.
• Conduct research compliance training verification and records management.
• Perform subrecipient monitoring through annual federally required Single Audit (2 CFR 200) reviews.
• Complete data entry in the Federal Funding Accountability and Transparency Act Subaward Reporting System (FSRS) and other federal award reporting platforms.
• Request Certificates of Insurance and provide them to project sponsors at the time of award and annually thereafter.

25% - Financial Management Support:

• Support Sponsored Programs staff in invoicing, financial management, and reconciliation activities.
• Prepare and submit invoices and drawdowns in accordance with award requirements for all active awards.
• Assist with review of grant banking information and management of outstanding payment issues.
• Draft quarterly and annual federal financial reports for OSP Administrators.
• Monitor project end dates and send 90-day notifications to Sponsored Programs staff, financial personnel, and/or Principal Investigators (PIs).
• Provide departments with monthly grant expenditure reports for review.
• Distribute and follow up on effort certifications.
• Track and verify graduate student tuition and health charges to grants.
• Assist with closing expiring awards.

20% - General Office Support:

• Maintain and update Standard Operating Procedures under the direction of the Senior Sponsored Programs Administrator, and/or Director of Sponsored Programs.
• Order office supplies and arrange repairs as needed.
• Manage departmental procurement, including supplies, subscriptions, travel, and services.
• Research funding opportunities for the Weekly Funding Opportunity Notice.
• Maintain hard-copy and electronic records.

10% - Web Page Maintenance:

• Perform annual updates to Sponsored Programs tools, procedures, and resources, including budgets and reports.
• Post announcements.
• Provide additional web support as requested.

Posting Range: $40,000-$48,000

Additional Job Description:

Job Profile:

JP0032 - Financial Specialist I - Nonexempt - Salary - S06

Qualifications:

Compensation Grade:

S06

Recruiting Start Date:

2026-07-14

Position Restrictions:

Restricted Funds

EEO is the Law.  Applicants can learn more about William & Mary’s status as an equal opportunity employer by viewing the "Know Your Rights" poster published by the U.S. Equal Employment Opportunity Commission. https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

 

Background Check: William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check. 

 

Remote Work Disclaimer: Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.