Sponsored Research Administrator at Jefferson Lab

Come join our team at Jefferson Lab, where great minds matter.

Position Posted: 12/17/2024
Salary Range: $71,100.00 - $114,400.00 (SA-II)
Work Location Type: Hybrid (combination of on-site and remote work based on business needs)

What Your Job Will Be Like:

The Research and Technology Partnerships Office at Jefferson Lab oversees the lab’s Sponsored Research Program, coordinating and tracking competitive responses to notices of funding opportunities (NOFOs) from the Department of Energy and other federal funding agencies. The Chief Research Officer and RTPO work collaboratively with Principal Investigators (PIs) and lab division directors to ensure mission-related research priorities are proactively planned for and resourced via sponsored research proposals.

The Sponsored Research Administrator is a new, hands-on administration and coordination position charged with both pre-award and post-award grants management. Handling a research grant involves various collaborators across the lab to ensure that funds are used optimally and in accordance with the grant's objectives and regulations. This position is ideal for a self-motivated individual who can actively contribute to crafting relevant policies and procedures while identifying areas for continuous improvement.

In this role you will:

Provide technical and administrative support to PIs interested in applying for competitive funding opportunities. Provide instruction and answer questions relating to procedures and serve as liaison between the office and PIs.
Utilizing multiple electronic systems and websites, research and coordinate pre-award preparation of proposals and submissions including identifying relevant grants/funding opportunities, including interpreting sponsor guidelines for proposal submissions. Proactively coordinate communication of research priorities with lab division managers who liaise with various program and funding offices, to stay aware of potential pipeline opportunities.
Schedule division and lab-wide NOFO kick-off meetings to ensure requirements and timelines for each opportunity are met, and that the down-select and approvals processes happen efficiently.
Independently ensure research compliance issues are addressed by carrying out compliance reviews of proposals against applicable regulations and policies. Responsible for risk mitigation of sponsored research program. Ensure no errors or omissions in submission documents. Ensure compliance with Jefferson Lab or DOE agency regulations and restrictions regarding grant proposals. Determine that all laboratory requirements have been met prior to the lab or DOE’s endorsement & submission of proposals and acceptance of awards.
Provide backup to the Authorized Organizational Representative (AOR) for submitting proposals on behalf of the lab to Grants.gov, PAMs.gov, and other DOE funding exchange sites.
Work in conjunction with the proposal budget analyst to facilitate budget estimates and required documentation. Aid in reviewing costs to ensure that funds are expended according to the terms of the award.
Develop and provide reports from systems as requested. Track milestones and deliverables to ensure proposals and resulting agreements are successfully executed. Track and report on award portfolio composition. Monitor submission timeliness for sponsor reports and other results. Collect and maintain historical records in a database of research activity to include performance metrics such as timeliness, win-rate, and funds awarded per PI and technical research area.

Qualifications We Require:

Bachelor’s degree or equivalent combination of higher education and experience.
5 years of experience in the preparation and processing of research grant proposals and in their administration to include both pre-and post-award processes.
Demonstrated experience in interpreting and applying policies, and award terms and conditions from multiple levels of authority (such as federal, state, and other sources)
Currently holds the Certified Research Administrator credential or able to pass certification within 6 months of hire.
Experience with sponsor submission portals such as Grants.gov, PAMs.gov, EERE funding exchange, or others.

Knowledge, Skills and Abilities

Proficient in Office365 tools to include the Microsoft PowerPlatform (Power Aps, Power Automate, Power BI), Excel, Project/Planner, and SharePoint.
Excellent written and oral communication skills.
Ability to manage a complex workload with multiple competing demands and intense deadline pressure.

About Jefferson Lab

Join a community with a common purpose of solving the most challenging scientific and engineering problems of our time. The Jefferson Lab campus is located in southeastern Virginia amidst a vibrant and growing technology community. A career at Jefferson Lab is more than a job. You will be part of “big science” and work alongside top scientists and engineers from around the world unlocking the secrets of our visible universe. Managed by Jefferson Science Associates, LLC; Thomas Jefferson National Accelerator Facility is entering an exciting period of mission growth and is seeking new team members ready to apply their skills and passion to have an impact. You could call it work, or you could call it a mission. We call it a challenge. We do things that will change the world.

Total Rewards at Jefferson Lab

At Jefferson Lab, we believe that a comprehensive employee benefits program is an important and meaningful part of the compensation employees receive. Our benefits program includes, but is not limited to:

Medical, Dental, and Vision Care Plans
Flexible Spending Accounts
Paid Time-off and Leave Programs (vacation, holidays, sick leave)
401(k) Plan – 9% Lab Contribution; 100% vested
Flexible Work Arrangements (Hybrid & Alternate Work Schedules available)
Tuition Assistance, Training and Professional Development Programs
Live near the waterways of the Chesapeake Bay region with access to nearby beaches, mountains, and all major metropolitan centers on the East Coast

Jefferson Science Associates, LLC (JSA) manages and operates the Thomas Jefferson National Accelerator Facility (Jefferson Lab). JSA is an Equal Opportunity Employer and does not discriminate in hiring or employment on the basis of race, color, religion, ethnicity, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, or veteran status or on any other basis prohibited by federal, state, or local law. As part of the JSA’s equal employment opportunity policy, we also take affirmative action as called for by applicable laws and Executive Orders to ensure that minority group individuals, females, disabled veterans, recently separated veterans, other protected veterans, Armed Forces, and qualified disabled persons are introduced into our workforce and considered for promotional opportunities. JSA is committed to providing reasonable accommodations for persons with disabilities (unless doing so will result in an undue hardship). If you need a reasonable accommodation for any part of the employment process, please send an e-mail to recruiting @ jlab.org or call (757) 269-7100 to provide the nature of your request. Reasonable accommodations are considered on a case-by-case basis.

Employment with JSA is conditional upon DOE approval if at any time during your employment you are participating in a Foreign Government Talent Recruitment Program or Affiliated activity. Generally, such programs/activities include any foreign-state-sponsored attempt to acquire U.S.-funded scientific research through programs run or funded by the government that target scientists, engineers, students, academics, researchers, and entrepreneurs of all nationalities working or educated in the United States. This includes positions or appointments, both domestic and foreign, titled academic, professional, or institutional appointments whether or not remuneration is received and whether full-time, part-time or voluntary.