Sponsored Research and Contract Administrator

Mission :

Woodwell Climate Research Center (Woodwell Climate) conducts science for solutions at the nexus of climate, people, and nature.

We partner with leaders and communities for just meaningful impact to address the climate crisis.

Woodwell Climate is a rapidly growing, top-ranked, independent non-profit climate research institute whose mission is to advance science-based climate policies through scientific research and outreach.

Our world-leading research and impact helps individuals, organizations, corporations, communities, and nations understand the realities of climate change, recognize the impact on our planet, and embrace the urgent action needed to safeguard the future of life on Earth.

Summary / Objective :

We are searching for a forward-thinking Sponsored Research and Contract Administrator (SRCA) to join our Sponsored Research Office.

This role will manage and support the life-cycle administration for Woodwell Climate’s Sponsored Research Office (SRO) and be responsible for subaward and consultancy agreements.

The SRO assists Woodwell Climate scientists by identifying US Federal funding opportunities, reviewing, and submitting proposals, and managing the requirements and terms of awards.

The SRO oversees all functions of government proposal submissions. Woodwell Climate is experiencing remarkable growth, and this role joins an experienced SRO team, supporting Woodwell Climate scientists.

This position encompasses a unique blend of pre-award and post-award management responsibilities. This is an integral role that will work independently and collaboratively with a high degree of organization while maintaining congenial, professional, and confidential relationships with the entire staff and external contacts.

This position reports to the Sponsored Research Director (SRD), the Senior Administrator (SA), and supports Woodwell Climate scientists in all areas of award management with a focus on subawards and consultancy agreements.

The desired candidate will have experience in identifying federal funding opportunities, proposal and budget review and submission, post award management, and experience and knowledge of subaward and consultant agreement management.

Responsibilities include but not limited :

Manage a portfolio of US Federal contracts / grants through the pre award and parts of the post award proposal and award lifecycle supporting Woodwell Climate scientists

Oversee pre-award activities and the process : solicitation searches, budget review, proposal submission, document tracking, and reporting.

Evaluate pre- and post-award research administration procedures in collaboration with finance, recommend improvements.

Provide technical advice and problem resolution on research administration.

Ensure compliance with Woodwell policies and procedures and applicable federal and sponsor rules and regulations

Pre-award Responsibilities include :

Under the oversight SRD / SA, develop proposal budgets, detailed cost analyses, and budget justifications

Review solicitations and requirements for submission

Upload budgets and required documents, including final proposal submission into various submission portals

Track research proposals and awards as they move through pre- and post-award activities

Under the oversight of SRD / SA, provide policy interpretation on sponsored grants by funder policies and procedures

Liaises closely with People & Culture and Finance departments

Collaborates with SRD, SA, and Woodwell Climate scientists to resolve issues that occur during the internal review / approval through submission to the sponsor

Post-award Responsibilities include :

Under the oversight of SRD / SA administers grants to ensure accuracy and compliance with award and institutional guidelines

Review transactions and work with Woodwell Climate scientists and Finance teams to appropriately apply internal controls

Under the oversight of SRD / SA appraise Woodwell Climate scientists and the SRO team of developments in post-award grants management, ensuring compliance with federal regulations and agency guidelines

Assist Woodwell Climate scientists with no-cost extensions, grant transfers, change of scientist / co-scientist, change of scope of work grant closeouts

Engage and collaborate with Woodwell Climate scientists on various aspects of awards, assisting with annual and submission of final reports

Subaward / Agreement Responsibilities include :

Experience and knowledge of all aspects of subaward and agreement management for federal and privately funded contracts

Responsibilities include drafting and managing the agreements process

Perform subrecipient risk assessments, monitoring, and reporting, including FSRS (Federal Subaward Reporting System) reporting

Review subrecipient audit reports and other related subrecipient documentation; draft management decisions and participate in other grant risk management activities

Engage in subaward and agreement closeout activities, including collecting and analyzing closeout reports, and certifications

Draft and track the negotiation process. Once negotiations are finalized, manage the subawards and agreements process

Determine and obtain the appropriate supporting documentation, including but not limited to budgets, scopes of work, source funding agreements, certifications, compliance documents, audits, and risk assessment questionnaires for all projects

Experience reviewing and interpreting source funding agreement terms and conditions to ensure appropriate flow-down’ terms are included in the subaward and agreements

Ensure the final subaward or contract agreements are fully executed while providing timely status updates to all stakeholders

Required Knowledge, Skills and Abilities :

Must have contract administration experience

Sponsored research regulations knowledge and experience

Experience reviewing and creating contracts

Experience with proposal budgets, project budgeting oversight, and reporting of sponsored awards

Experience with federal government and foundation awards and grants

Excellent interpersonal skills, the ability to interact well with staff and other departments

Knowledge of Microsoft Office Suite, advanced Excel skills, and SAGE software a plus

Knowledge of Grants.gov, NSPIRES, and Research.gov

NCURA and / or SRAi membership experience

Qualifications :

Bachelor’s degree or equivalent work experience required

3+ years’ experience in pre-financial and / or non-financial post-award management in research, or non-profit sponsored research

Physical Requirements :

In the office :

Ability to tolerate sustained periods of walking, standing, sitting

Ability to lift 25 pounds

Ability to communicate

Ability to kneel, bend, and carry items

Ability to use phone and computers

Repetitive movements

Air, train, vehicle travel to attend meetings / event

Application review will be ongoing

Desired Start Date : July 1, 2024 or earlier

Classification and Compensation : This is a full-time, salaried, exempt position, the annual salary range starts at $80,000 + dependent on qualifications / experience.

Woodwell offers a generous benefits package and work life balance.

Location : Falmouth, Massachusetts hybrid or remote.

Application Instructions : To apply, please send your cover letter addressing your experience and qualifications in relation to the responsibilities of this position, curriculum vitae, and contact information for three references as a single PDF to our career’s portal.

Please visit Woodwell's website to learn more about Woodwell’s work.

Located on a 10-acre campus near the village of Woods Hole, the Woodwell Climate Research Center (Woodwell) is a private, non-profit research center.

Woodwell is a leading source of climate science that drives the urgent action needed to solve climate change. Woodwell has 100+ staff members and is excited to welcome new employees to this work.

Woodwell is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, mental, or physical disability, age, sexual orientation, gender identity, national origin, familial status, veteran status, or genetic information.

Woodwell is committed to providing access, equal opportunity, and reasonable accommodation for all individuals in employment practices, services, programs, and activities.

Diversity, Equity and Inclusion at Woodwell

WE NEED ALL VOICES IN THE FIGHT AGAINST CLIMATE CHANGE

Climate change is the greatest challenge of our lifetimes. Woodwell Climate Research Center (Woodwell) understands that the climate crisis from causes to consequences is inextricably linked with persistent social injustice.

Effectively addressing either requires addressing both. The climate crisis demands that we bring to bear all of the knowledge, expertise, innovation, and creativity that we can collectively muster, and those who have been marginalized and disproportionately impacted must be heard.

The work Woodwell does the questions we ask, the ways we seek answers, and the strategies we put forward is stronger when shaped by a diversity of knowledge, perspectives, and experiences.

We strive to welcome, respect, and amplify differing voices. We value individuals as they are, with all their differences in race, age, ethnicity, gender identity, sexual orientation, religious beliefs, language, and mental and physical abilities.

Woodwell acknowledges that our organization, and the scientific community more broadly, have a long way to go in living up to these ideals.

We approach the work of improving our organization with the same ambition and commitment to systemic change that we bring to addressing climate change.

We will inevitably make mistakes, but we will continue to listen, learn, and do this critical work. We understand that this work requires an ongoing commitment from each and every one of us.

We are actively engaged in building and sustaining an equitable and inclusive culture within our organization, and in fostering greater diversity in climate science.

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