Assistant Administrator 3, Pre Award

5 days left

Connecticut, United States
Monday, 30 November 2020
End of advertisement period
Saturday, 30 January 2021
Contract Type
Full Time

Position Focus:

Under the general direction of the Associate Director of Research in the Department of Neurology, this position will provide pre-award expertise in the preparation, review, approval and submission of sponsored program proposals. This position will provide support to administrative staff and faculty. The position will be a resource in the development of grant and contract applications including federal and non-federal grant proposals, subcontracts, Just-in-Time requests and non-competing continuation applications. This position will coordinate with investigators and the department and Business Office staff in the development of all proposals. Serve as a Departmental expert on pre-award regulations, procedures, and application guidelines. This includes federal, non-federal, private and internal sponsors.

Responsible for understanding and effectively communicating the University policies and procedures and interpretation of sponsor terms and policies. Develop across the Pre-Award team a tracking system for all proposals. Assist in prioritizing work/volume to match deadlines. Work with faculty and their staff on all aspects of pursuing sponsored funding. Develop and prepare budgets and review language for budget justifications in collaboration with the PI. Assists in identifying budgetary needs. Work with PI's administrative support staff to collect all required documents for proposal submission. Review grant proposals, gift proposals, letters of agreement and other related materials. Assist Portfolio Managers (Post Award) in the reconciliation of bi-annual and ad hoc effort reporting. Maintain lists of trainees (relevant T32 tables on Postdocs etc.) for the Department. Provide overflow and backup coverage as required.

Essential Duties

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the assigned unit. 9. Contributes to long-range administrative planning for the assigned unit. 10. Implements University and departmental policies as they pertain to the administrative function of the unit. 11. Supervises and leads staff. 12. May perform other duties as assigned

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of experience or an equivalent combination of education and related experience.

Required Skill/Ability 1:

Excellent communication skills, both verbal and written. Well-developed organizational, analytical and problem-solving skills. Ability to understand and effectively communicate University policies and procedures and interpretation of sponsor terms and policies.

Required Skill/Ability 2:

Ability to assess and prioritize work, especially under deadline pressures without sacrificing accuracy or customer service.

Required Skill/Ability 3:

Ability to work independently as well as part of a team in research.

Required Skill/Ability 4:

Excellent time and attendance.

Required Skill/Ability 5:

Exceptional attention to detail.

Preferred Education, Experience and Skills:

Familiarity with electronic proposal systems, Info Ed/IRES, NIH Commons and ASSIST. Previous Pre-award experience including federal, state and sponsor regulations and guidelines.

Weekend Hours Required?


Evening Hours Required?


Drug Screen


Health Screening


Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit for additional information on the background check requirements and process.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:


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