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Employer Name: Yale University

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale! Overview Reporting to the Pre-Award Manager, the Pre-Award Administrator, will serve as a subject matter expert in RPPRs (Research Performance Progress Reports) ensuring the successful management and submission of progress reports for NIH, private, and foundational research projects. The Pre-Award Administrator will play a crucial role in developing and implementing metrics to evaluate and improve the efficiency of standard operating procedures (SOPs) for progress reports including identifying bottlenecks, recommending process improvements, and ensuring that the administrative processes align with best practices in research management. In addition to handling progress reports, the Pre-Award Administrator will work closely with faculty and OSP on various research agreements, including Material Transfers (MTAs) and Data Use Agreements (DUAs) ensuring compliance and timely review. Advise and guide faculty seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. Serve as the primary source of expertise to ensure proposals meet sponsor requirements, regulatory compliance, University, State and Federal policies. Ensure proposals are submitted accurately and according to appropriate deadlines. Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, external sponsors, the Office of Sponsored Projects (OSP), international collaborators and other key stakeholders. Advise faculty and staff through the navigation of changes in sponsor requirements. Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission. Review grant/contract proposals, progress reports as well as NIH Just-In-Time submissions; consult with appropriate managerial staff on any exceptions to University policy, including indirect rates, etc. Ensure required information is entered into the appropriate data/tracking systems. Review terms and conditions on proposal solicitations and award documents. Analyze and evaluate awarded proposals, contracts, and subcontracts for compliance with specific funding agencies, meeting federal, state and university requirements, prepare acceptance documentation prior to Award phase. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including complex international subcontracts. Analyze and understand complex information from multiple sources including international subcontractors, funding opportunity announcements, funding interest matches and submission procedures in order to transmit proposals to OSP. Obtain and communicate information/advise on sponsor electronic research processes and procedures. Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates. May perform other duties as assigned. Required Skills and Abilities 1. Proven experience with ERA Commons. Knowledge of accounting principles and exceptional attention to detail. Well-developed analytical and problem-solving skills. 2. Demonstrated superior customer service ability. 3. Ability to work well under deadline pressures without sacrificing accuracy or customer service. 4. Ability to handle a complex portfolio of work in an intensive multi-tasking, entrepreneurial environment. Knowledge of accounting principles, budgeting federal and non-federal grants. 5. Excellent communication skills, both verbal and written, with demonstrated organizational skills. Preferred Education, Experience and Skills 1. Knowledge of Yale financial & administrative policies as well as Federal grant & contract procedures. 2. Familiarity with electronic proposal systems (IRES). 3. Proven experience creating complex budgets & working with international collaborators. 4. Knowledge of one of the following: federal, state & sponsor regulations & guidelines pertaining to contract & grant administration. Principal Responsibilities 1. Advise and guide faculty and administrators seeking external funding for research and other sponsored programs through the complex process of proposal preparation and submission. The Grants Administrator is the primary source of expertise to ensure that proposals meet sponsor requirements, regulatory compliance requirements, University, School, Federal and State policies and regulations governing sponsored research, and that proposals are submitted correctly and according to appropriate deadlines. 2. Cultivate and maintain strong working partnerships and effective communications with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders. Guide faculty and staff through changes in sponsor requirements. 3. Play a key role in the development and continuous improvement of the grants management process. Review and analyze client interactions, current processes and submission quality. Make recommendations for and participate in the implementation of changes as appropriate. 4. Provide direction, training and assistance to Principal Investigators and department staff in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures. Obtain all necessary clearances prior to obtaining authorization for submission. Facilitate an effective transfer of grants and contracts when Principal Investigators start at Yale. 5. Review and prepare grant and contract proposals; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, indirect rates, etc. Ensure all required information is entered into the appropriate data systems. 6. Review terms and conditions on proposal solicitations and award documents. Collaborate with OSP to negotiate terms as necessary for interdisciplinary, complex and non-standard proposals and partner with OSP to facilitate agreements, including subcontracts, clinical trials and State agreements to ensure conformity with University policies. Approves and submits grant proposals in accordance with delegated authority. 7. Analyze and understand complex information from multiple sources including funding opportunity announcements, funding interest matches, and submission procedures in order to transmit proposals to OSP that result in a high first pass rate. Obtain and communicate information on sponsor electronic research processes and procedures. 8. Keep abreast of laws, regulations, external and internal policies and procedures governing the administration of grants and contracts. Ensure that key personnel are compliant with regulatory, University and other training mandates. 9. Partner with OSP in working with sponsors on matters of proposal submission. 10. Perform other duties as assigned. Required Education and Experience Bachelor's Degree and three related professional/managerial work experience or equivalent combination of education and experience. Job Posting Date 04/16/2026 Job Category Professional Bargaining Unit NON Compensation Grade Administration & Operations Compensation Grade Profile Manager; Program Leader (24) Salary Range $68,000.00 - $120,500.00 Time Type Full time Duration Type Staff Work Model Hybrid Background Check Requirements All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website. Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy. Posting Disclaimer Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions. The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department. The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA). Note Yale University is a tobacco-free campus.