Lead Grants & Contracts Administrator - Dept of Plastic Surgery

Senior Grants And Contracts Administrator And Team Lead

The Department of Plastic Surgery at the UVA School of Medicine seeks a Senior Grants and Contracts Administrator and Team Lead who will provide daily oversight to a team of research Grants Administrators, Grant Specialists, and Clinical Research Coordinator(s) (CRC), to support pre- and post-award research administration across several departments. This position reports to the Finance Director for the Department of Pathology and works closely with faculty, Principal Investigators, and other departmental stakeholders.

This position is based on-site in Charlottesville, VA, and may be eligible for a hybrid work schedule after all required in-person training has been completed, in accordance with the University's flex-work guidelines.

The Lead Administrator serves as a subject-matter-expert and signatory for an experienced and high-performing team of administrators, providing guidance and support for related tasks and services for the University's academic and research communities.

Responsibilities include:

• Serve as a subject matter expert in research administration, ensuring compliance with federal, state, University, and sponsor regulations and policies (including HIPAA, FERPA, FAR, Uniform Guidance, and sponsor-specific requirements), and provide guidance to faculty and staff on applicable policies and compliance obligations.
• Support the onboarding of new team members and oversee phased training and professional development to prepare staff for increased responsibilities and future roles.
• Represent the department in University-wide work groups and process improvement initiatives related to research administration.
• Serve as a subject matter expert on University organizational structure, research administration best practices, and industry standards.
• Advise faculty on the preparation and submission of grant proposals to a variety of sponsors, ensuring compliance with sponsor guidelines and the fiscal integrity of grant-supported programs.
• Collect and compile required documentation and data for grant applications, renewals, progress reports, and other sponsor-required submissions.
• Develop and prepare proposal budgets in accordance with sponsor guidelines and University policies.
• Ensure the accurate setup, administration, and oversight of externally funded grants and contracts.
• Coordinate and review Payroll Allocation Confirmation (PAC) certifications to ensure compliance with funding requirements.
• Communicate with sponsors to obtain clarification on proposal requirements, policies, procedures, and award administration.
• Meet regularly with faculty, principal investigators (PIs), and other stakeholders to review award status, address financial and operational questions, discuss upcoming deadlines, and recommend appropriate actions.
• Monitor grant expenditures to ensure appropriate use of funds, including salary distributions and other-than-personnel services (OTPS) expenses.
• Coordinate the establishment, monitoring, and management of subawards, including issuance, compliance oversight, and communication with subrecipient institutions.
• Coordinate prior approval requests to sponsors for activities requiring advance authorization, including changes in key personnel, scope of work, rebudgeting, and other award modifications; prepare supporting documentation for PI review and submission.
• Maintain administrative tracking systems for grant milestones, deliverables, reporting requirements, and key deadlines across multiple awards.
• Prepare and submit progress and financial reports to sponsors in collaboration with the Office of Sponsored Programs Post-Award Team, ensuring timely and accurate compliance with award terms.
• Coordinate award closeout activities, including final reporting, account reconciliation, and resolution of outstanding financial and compliance matters, in collaboration with the Office of Sponsored Programs Post-Award Team.
• Develop, monitor, and analyze program budgets across multiple funding sources, tracking variances and projecting expenditures to support effective financial management.
• Serve as a resource and mentor to grants and contracts staff by…