Programs Assistant

Sponsored Programs Assistant

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.

• 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.

• 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.

• 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.

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…