Grants and Contracts Specialist - Department of Pediatrics (UVA)
University of Virginia

Charlottesville, Virginia

Posted in Education and Training

This job has expired.

Job Info

The Department of Pediatrics at the University of Virginia (UVA) School of Medicine seeks candidates for a Grants and Contracts Assistant or Grants and Contracts Specialist, who is interested in moving into an expanding field that supports medical research to improve children's lives. The Grants and Contracts Assistant or Specialist will join a department that employs outstanding people, and is progressive in its initiatives to develop and support its staff, making it a great place to work. This position will join a supportive, learning-oriented team and will be trained in all aspects of Research Administration.

Grants and Contracts Assistants will perform routine duties to support the administration of grants and contracts.They route and track proposals, maintain databases, prepare sponsor-specific and required forms, file documents, handle proposal close-outs, and manage records.

The successful candidate will be expected to perform the following job responsibilities:

·Help prepare payment vouchers, cost transfers, labor schedules, and labor adjustments.

·Provide forecasting for local accounts and grants to prevent account deficits.

·Provide logistical support for team meetings and special events.

·Provide administrative support to senior Grants and Contracts professionals.

·Maintain files for documentation, including letters, protocols, grant records, adhering to state and University guidelines for records management.

·Disseminate communication to the research community on behalf of leadership or provide first point of contact for routine inquiries.

·Maintain information in databases and run standard reports, as needed.

·In addition to the above job responsibilities, other duties may be assigned.

The successful candidate will have the following:

Education: High School Diploma
Experience: None

Knowledge of the Microsoft Office suite of applications is required.

Grants and Contracts Specialists perform pre-award, post-award or a combination of grants and contracts job duties in response to specific proposal guidelines or terms and conditions. Grants and Contracts Specialists may assume a range of other duties on behalf of their organization, however they are distinguished by their specialty knowledge of the grants process, and their participation in the administration of grant funding for the unit.

The successful candidate will be expected to perform that the following job responsibilities:

  • Prepare and manage numerous proposal submissions, including filling out forms, preparing letters, uploading proposal documents into sponsor portals, mailing proposal hardcopies, and interpreting guidelines for the Principal Investigator.

  • Create monthly account reconciliations for multiple awards, handle labor scheduling, process vendor invoices for multiple awards, and perform cost transfers.

  • Prepare funding reports, final invention statements, and progress reports and provide guidance to researchers completing grant applications.

  • Assist with the preparation of budgets, budget justifications, revisions, monitoring, identifying budget resources, and authorizing grants and contract accounting.

  • Approve purchases and expenditures or maintain and reconcile accounting records.

  • Ensure compliance with terms and conditions of contracts relating to effort reporting, expenditures, and personnel actions.

  • Provide information on policy and procedure interpretation, new regulations, and new processes to faculty, staff, and external sponsors.

  • In addition to the above job responsibilities, other duties may be assigned.

The successful candidate will have the following:
Education: Associate's degree
Experience: At least two years of grant and contract experience. Two additional years of experience may be accepted in lieu of degree.

Knowledge of the Microsoft Office suite of applications is required.

Physical Demands: This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

This position is located in Charlottesville, VA. This position is a restricted position and is dependent upon project need, availability of funding and performance. This is a full-time benefited position.For more information on the benefits at UVA, visit Anticipated Hiring Range: $44,000 $52,000 commensurate with education and experience.

The anticipated start date is June 6, 2022, but this position will remain open until filled. The University will perform background checks on all new hires prior to employment. A completed pre-employment health screen is required for this position prior to employment.

For additional information about the position, please contact Peter Dummett, Grants & Contracts Administrator, at

To Apply:
Complete an application online with the following documents:
* CV
* Cover letter

PROCESS FOR INTERNAL UVA APPLICANTS: Please apply through your Workday Home page, search "Find Jobs", and search for R0035390.

PROCESS FOR EXTERNAL APPLICANTS: Please visit UVA job board: and search for R0035390.

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration.

References will be completed via UVA's standardized process Skill Survey. A total of five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Christi Maguire Recruiting Specialist, at

For more information about UVA and the Charlottesville community please see and

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

This job has expired.

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