Assistant Grants and Contracts Administrator

Accounting Washington, D.C., District Of Columbia


Associated Universities Inc. is actively recruiting an qualified candidate for our Assistant Grants and Contracts Administrator. The position will be held in our Washington, DC.

Position Description:

The Assistant Grant and Contract Administrator will provide administrative and financial support to many AUI and NRAO grant and contract activities.  Responsibilities include billing governmental and non-governmental sponsors for work performed; maintaining award data in AUI enterprise management systems; tracking compliance with all award requirements, compiling documentation of all award actions and decisions; assisting PIs with the nonfinancial day-to-day management and implementation of their awards; and assisting Principal Investigators (PIs) in the development, editing, and submission of new award proposals.

Essential Duties and Responsibilities:
  • Coordinates the development of AUI’s grant and contract awards; including assisting Principal Investigators (PIs) with the budgetary and administrative components of award proposals, editing proposals, and submitting proposals through and NSF FastLane.
  • Tracks the milestones, activities, and deliverables of AUI grants and contracts and provides regular updates to PIs on their status.
  • Sets up contract billing information and prepares invoices for AUI and NRAO sponsors to include various grant and contract types, including cost-reimbursable, cost plus fee, labor hours, firm-fixed price and others.
  • Reviews draft invoices and backup documentation prepared by billing analysts and/or other grants and contracts staff.
  • Coordinates and edits the submission of all AUI reports, notifications, certifications/assurances, and approval requests required by award sponsors.
  • Assists with AUI procurement activities, including development of Requests for Proposals, proposal reviews, and award negotiations.
  • Sets up new AUI awards and processes amendments to existing awards into AUI systems, including maintaining audit-ready award and data files.
  • Maintains and tracks all programmatic reporting and non-financial compliance requirements specific to each AUI award. Including backup documentation to comply with sponsor specifications and AUI policy requirements.
  • Provides professional level administrative support to the AUI Grants and Contracts Administration Officer, the Vice President for Science and Programs, and the STEM Education Development Officer.  Examples of duties may include:
    • Assists PIs with conference planning and travel reimbursements for AUI project participants.
    • Works closely with AUI fiscal staff to monitor funding obligations and expenditures.
    • Works with Grants and Contracts Administration Officer to develop and implement AUI and NRAO award management policies and procedures. 
    • Assists with AUI award management projects, as needed.
    • Some travel may be required.

Position Requirements:

Minimum Education:  Bachelor's Degree (BA) in Business Administration, Public Policy, Finance, Accounting, or a related field or equivalent combination of education and experience.

Minimum Experience:  Three to five years related experience

Preferred Experience:  Working knowledge of research administration practices and experience managing projects or administering awards from a variety of funding sources preferred.


  • Working knowledge of 2 CFR Part 200 and the Federal Acquisitions Regulations.
  • Knowledge of personal computers and software, including spreadsheets, word processing and accounting systems.
  • Ability to organize and perform work independently with general instructions.
  • Ability to communicate clearly.

Applicant Instructions:

Please submit your resume and cover letter by clicking the "apply" button.

The position will be opened until filled.

Associated Universities Inc is an equal opportunity employer (M/V/F/D)