Award Manager

QUALIFICATIONS:

• Bachelor's Degree in Business, Accounting, or related field
• Minimum of four (4) years of experience in research administration, particularly managing federally-funded awards in an academic or research institution setting
• Strong understanding of federal regulations and policies governing sponsored research with knowledge of industry best practices
• Experience managing fixed price, time & materials/labor hour, and cost type contracts(and/or subcontracts) and solid understanding of regulations associated with the administration of each
• Ability to perform and comprehend price and cost analyses
• Exceptional attention to detail and accuracy in financial management and reporting
• Excellent organizational skills with the ability to manage multiple projects simultaneously and meet deadlines
• Effective communication skills, both written and verbal, with the ability to interact responsively and professionally with diverse stakeholders
• Able to work independently as well as collaboratively in a team-oriented environment
• Computer skills including intermediate level experience with Excel and other Microsoft Office Software required
• Developed understanding of OMB Regulations, DoDGARs, FAR, DFARS, and other applicable regulations
• Certified Research Administrator and/or Certified Federal Contracts Manager preferred
• Knowledge of DoD medical research enterprise desired

MANAGEMENT RESPONSIBILITIES

• Accountable for personnel recruitment, onboarding, performance management, and retention of direct reports
• Conduct counseling, corrective action, up to and including termination, in collaboration with People Operations and Director
• Monitor time and effort reporting for research personnel
• Ensure direct reports demonstrate understanding and competence in their role
• Plan and facilitate individual and team meetings
• Develop and deliver training for peers and other members of program team

RESPONSIBILITIES

• Inform growth decisions based on detailed knowledge of business intelligence gathered from sponsors, customers, and other stakeholders
• Develop cost volume/proposal budget, subcontracting plan, and other necessary documentation as part of a collaborative proposal submission, provide initial application review
• Review and negotiate terms and conditions of award
• Lead project set-up and kick-off with stakeholders
• Monitor terms and conditions of award and federal guidelines
• Initiate, negotiate, and execute all agreements in support of the award
• Read and interpret contract and other award documents to determine budget, invoicing schedule, restrictions, and other pertinent information
• Manage project budget to ensure compliance, appropriate expenditure, and prevention of any deficit
• Provide financial information and reporting to research teams and department leaders
• Process modifications, sponsor requests, monitor technical reports as compared with SOW
• Manage subrecipients, conduct risk assessments, and annual subrecipient single audit reviews
• Ensure and monitor the submission of progress reports and deliverables to sponsor ensuring accuracy and compliance with sponsor requirements
• Interpret and monitor regulations and guidelines of program funding for grants, cooperative agreements, contracts and clinical trial agreements
• Review and submit sponsor correspondence such as requests for prior approval and no-cost extensions
• Lead effective "project close out" with all stakeholders
• Complete all award compliance study close-out activities
• Ensure effective disposition of all project assets

EXPANDED RESPONSIBILITIES:

BUSINESS DEVELOPMENT RESEARCH AND DEVELOPMENT (BD R&D)

• Collaborate with BD R&D to support strategies that drive research growth across Geneva’s portfolios.
• Engage in strategic analysis and relationship development/management with current and potential sponsors, sites, researchers, and partners to identify opportunities for:
  • Research growth,
  • Portfolio collaboration strategies, and
  • Maintain accurate and timely entries within HubSpot.
• Distribute funding opportunities internally and externally; conduct and disseminate targeted funding searches upon request.

PRE-AWARD

• Conduct needs assessment meetings with PIs; advise on best practices for proposal development, administrative requirements, and timelines.
• Independently develop budgets and budget justifications using PI-provided budget wish lists, ensuring alignment with sponsor requirements.
• Accurately interpret sponsor guidelines and incorporate requirements into proposal documents, internal routing forms, and communication to stakeholders.
• Understand and comply with Geneva’s Indirect Cost (IDC) waiver requirements; ensure proper documentation and approvals.
• Conduct lay review of proposal components including:
  • Grammar, spelling, and formatting,
  • Narrative consistency and logic/flow,
  • Feasibility of executing proposed work, and
  • Adherence to FOA/solicitation instructions.
• Facilitate clear communication management to track proposal components, missing items, deadlines, and internal/external dependencies.

RESEARCH OPERATIONS AND FINANCIAL STEWARDSHIP

• Hold regular meetings with Principal Investigators and scientific staff to discuss project progress, operational challenges, upcoming phases of work, and strategic needs.
• Oversee, analyze, and review monthly budget reports and financial forecasts to ensure projects remain financially healthy and aligned with sponsor requirements.
• Review financial transactions within Geneva’s financial system for accuracy and completeness; identify, investigate, and resolve discrepancies and data integrity issues.
• Prepare timely, accurate financial documentation including reconciliations, internal reports, sponsor-facing reports, and materials required for audits or reviews.
• Communicate financial data to principal investigators in a clear, tailored manner suitable for varying levels of financial literacy.