Grant Pre-Award Administrator

The Grant Pre-Award Administrator will provide essential support in the pre-award/proposal process by ensuring accuracy, regulatory compliance, and adherence to both internal and external regulations. This role involves coordinating and managing the preparation, review, and submission of all applications, pre-applications and white papers and requires extensive collaboration with PI’s (internal & external), Sub-award Recipients, Compliance Team, Legal, Leadership, Post-Award and Administrative staff to facilitate the entire pre-award process.

Primary Responsibilities:

  • Leads and owns the end-to-end pre-award administration process.
  • Responsible for ensuring timely and accurate completion of all required documents.
  • Reviews and analyzes all applications for completeness and alignment with regulatory and institute guidelines.
  • Conducts pre-submission team meetings and maintains the submission calendar and is responsible for keeping all team members on task.
  • Monitors relevant internal and external regulations to ensure the institute remains compliant throughout the pre-award process. Implements updates as necessary to maintain compliance standards.
  • Assists in the preparation of personnel reports, budget reports, and financial statements to support accurate financial planning and reporting. Ensures budget proposals align with project goals and funding requirements.
  • Implements policies and procedures to streamline pre-award activities, ensuring consistency, accuracy, and efficiency in grant preparation and submission.
  • Provides critical administrative assistance to PI’s.
  • Works with and supports PIs to gather necessary information and ensure all components of the applications are completed accurately, effectively, and on time.
  • Assists in reviewing contracts and related documents for pre-award activities, ensuring terms are consistent with project needs and policies.
  • Responsible for creating checklists for all projects and including administrative team members as needed to ensure all stakeholders are involved.
  • Creates and maintains accurate records and filing systems for all pre-award documents, enabling efficient tracking and retrieval of information as needed.
  • Research proposal opportunities targeted to the areas of interest and research background of IHMCs research team.
  • Establish sub-recipient financial and reporting requirements and coordinate issuance of sub-agreements.
  • Conducts vetting of all sub-recipients.
  • Collaborates with post-award team and legal to facilitate a flawless handoff once proposals have been awarded. Provides insight critical to the successful management of such awards and flags any necessary and pertinent information to the post-award team to help manage the award with the PI.
  • Maintains comprehensive files on all pending, funded or denied proposals.
  • Participates in post submission meetings to identify areas of opportunity and to celebrate the wins.
  • Performs other related tasks as assigned to support IHMCs pre-award functions, compliance, and operational success.

Qualifications:

  • Bachelor’s degree in business, Finance, or related field; a combination of continued education beyond high school and equivalent experience may be substituted.
  • Excellent experience working with Microsoft Office products with strong emphasis on Word, Excel, and PowerPoint.
  • Familiarity with grant management and compliance software platforms, a plus, but not required.
  • Three or more years of experience with public and private grant management, contract management & compliance, and fund accounting preferred but not required.

Competencies:

  • High degree of emotional intelligence; social and self-awareness.
  • Ability to perform job functions independently and able to solve challenges without significant assistance, or with limited supervision, and work effectively either on own or as part of the administrative team.
  • Excellent written and oral communication skills
  • Capable of understanding complex instructions, policies and guidelines
  • Delivers the highest level of customer service – service minded
  • Effectively handle multiple, simultaneous, and changing priorities
  • Organized and results-oriented, with strong time-management abilities.
  • A positive, can-do attitude with a high degree of integrity.
  • Pro-actively seeks to help the rest of the IHMC team reach the institute’s overall goals.

Benefits:

  • Competitive salary
  • Health, dental, vision insurance, life and AD&D
  • Voluntary Short & Long-Term Disability
  • 403(b)-employer investment retirement plan
  • Generous Paid Time Off

Location:                40 S. Alcaniz Street Pensacola, Florida 32502

Position Type:       Full-Time

Reports To:            Chief Operations Officer

Authorization:      You must be authorized to work in the United States

How to Apply:       Interested candidates should submit a resume and cover letter detailing their qualifications and experience to hr@ihmc.org.

IHMC is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, disability, or protected Veteran status.