Grants Administrator (4330)

Administrative Charlottesville, Virginia


Position Description:


Position Summary

The National Radio Astronomy Observatory (NRAO) is pleased to announce an opportunity for a Grants Administrator to serve as the primary point of contact in the Contracts and Procurement department for all information and tasks related to grants and outside funding awards. The grants administrator is responsible for managing the life cycle of grants and other outside funding awards by providing administrative and financial oversight, including assisting with grant proposal preparation, budgeting, proposal submissions, review of award terms and conditions, business unit setups, tracking, monitoring of expenditures, performance and financial reporting, grant closeout procedures, monthly invoicing and sales reporting.


The position is based at our headquarters in Charlottesville, VA on the grounds of the University of Virginia ( where there is free on-site parking. In addition to competitive pay, NRAO provides excellent paid time off benefits (vacation and sick leave). Medical, dental and vision plans are effective first day of employment. NRAO’s retirement benefit contributes an amount equal to 10 percent of a qualified participant’s base pay; no contribution is required of the employee. We also offer an optional, supplemental tax-deferred plan for employee retirement contributions.


Job Duties Summary

The grant administrator manages grants and Work for Others (WFO) projects from proposal preparation (pre-award) to closeout (post-award), including but not limited to:

  • Assists principal investigators in developing grant proposals including the budget, statement of work, and other requested information. 
  • Submits outside funding proposals for all proposal types and follows up with awarding agencies for status updates of awards.
  • Maintains records of proposal submissions, funding sources, and award status.
  • Reviews and negotiates awards from federal, private and international awarding agencies and customers.
  • Prepares Business Unit Add forms for new grants/WFO awards
  • Monitors grant funds to ensure they are being accounted for correctly and expenses are in accordance with the guidelines specified in the awards and are within budget.
  • Coordinates amendments for extensions, additional funding requests, and other changes as needed.
  • Coordinates with the principal investigators in order to submit performance and financial reports to the awarding agency in accordance with each award’s reporting requirements.
  • Prepares and submits invoices for active grants and WFO awards monthly, whether based on monthly expenditures or milestone schedules.
  • Tracks invoice payment status and follows up with awarding agencies on aging invoices to assure payment is completed.
  • Serves as the primary NRAO account user for external agencies’ proposal, reporting, and invoice submission electronic systems.
  • Coordinates grant reviews with principal investigators.
  • Maintains invoice schedules, reporting schedules and expenditure reports to track status and meet milestones or deadlines.
  • Assists principal investigators with submitting purchase requisitions using grant funding.
  • Monitors and maintains grants web page and internal shared folder.
  • Defines, runs and interprets reports for individual awards and contract inventory.
  • Provides timely grants/WFO information to management and other departments upon request.
  • Other duties as assigned.


Position Requirements:


Minimum Education

Bachelor's Degree


Minimum Experience

Two to four years related experience


Competency Summary

  • Advanced computer skills, including Excel, Word, and ERP systems (such as JD Edwards)
  • Experience with grants administration and financial analysis
  • Knowledge of 2 CFR Part 200 policies and other federal regulations
  • Strong attention to detail and organizational abilities to work with precision and accuracy
  • Demonstrated ability to work with deadlines
  • Data analysis and problem-solving skills


Application Instructions:


Select the “Apply” button below. Applicants should be prepared to upload a CV/Resume and a letter of interest. Please note that applications will be reviewed beginning on April 16, 2018 and continue until the position is filled.


The NRAO is an equal opportunity employer (M/F/D/V)

The National Radio Astronomy Observatory is a facility of the National Science Foundation operated under cooperative agreement by Associated Universities, Inc.