Research Administrator​/SR Research Administrator

Job Description

Reporting to the Department of Biomedical Engineering (BME) Director of Finance and Administration, the Research Administrator/Senior Research Administrator will advise and assist BME faculty in the preparation and submission of agreements and proposals for funding and ensure compliance with university and sponsor policies, procedures, and requirements. The Research Administrator/Senior Research Administrator will serve as a liaison between VT's Office of Sponsored Programs (OSP) and BME faculty and assist in resolving all agreement, proposal, and grant related matters to ensure timely submission of agreements and grant proposals and proper award management.

In addition, the Research Administrator/Senior Research Administrator will assist BME faculty by:

• Preparing accurate program budgets in compliance with university guidelines and sponsor requirements
• Accurately completing VT and sponsor required documents and forms in support of funding proposals and agreements
• Initiating, submitting, and navigating agreements and proposals successfully through the VT OSP Summit system, Cayuse, and other designated internal and external submission portals by internally and externally established deadlines
• Serving as liaison between OSP, BME faculty, and sponsors when needed to address and resolve agreement, proposal, and grant‑related issues
• Serving as liaison to the sponsor when clarification on application materials, requirements, or policies is needed
• Applying extensive knowledge of government regulations, cost principles, and uniform administrative requirements to ensure accurate information is included and presented on agreement and proposal submissions
• Assisting with preparing post‑submission information and Just‑In‑Time requests as required by the sponsor
• Providing guidance regarding federal and university policies and procedures and sponsor requirements
• Confirming credit assigned to BME personnel in proposals
• Developing reports on status of submitted and funded proposals and completed agreements
• Developing resource documentation (e.g., standardized checklists, timelines, boilerplate language, facilities, descriptions, and curated resource guides) for commonly submitted proposals
• Procuring and/or developing faculty‑facing training and orientation materials (e.g., short recorded modules that address grant policies, submission requirements, or common compliance issues)
• As requested, the Research Administrator/Senior Research Administrator may also assist with certain post‑award responsibilities to ensure proper award management. This may include, but is not limited to, expiring funds surveys, letters of guarantees, current and pending reports, monitoring project burn rates, monitoring end of project expenditures and overages, assisting with award modifications, and verifying personnel salaries.
• When serving in this capacity, the Research Administrator/Senior Research Administrator will coordinate with BME staff and OSP to assist BME faculty with preparation of grant reports as required by the sponsor (e.g., NIH annual RPPRs, grant close‑out reporting, and other sponsor reporting requirements).

This is an on‑site position. However, hybrid or fully remote appointments may be considered if aligned with the needs of the BME department.

• Masters degree in Public or Business Administration, Finance, or related field or Bachelor’s degree in similar field with significant experience
• Previous experience in the management and submission of research agreements and proposals
• Previous financial and/or administrative experience in support of research agreement and proposal submission, post‑award management, and project administration
• Experience interpreting and applying federal and non‑federal regulations and guidelines, cost principles, uniform administrative requirements for grants, and audits of states, local governments, and nonprofit organizations in a university or an agency funding or conducting research
• Excellent computer skills and familiarity with Microsoft 365 apps and large financial databases
• Previous experience accessing, compiling, analyzing, and synthesizing large data sets…