BSS Research Administrator II

Position Type:

Visa Sponsored Job:

Relocation Assistance Eligible:

Hiring Range:

*Final salary and rates are based on education, experience, and skills relevant to the role.

Application Closes at 12:00am MST on:

Responsibilities

Pre-Award Management & Proposal Strategy

• Lead Proposal Administration: Manage end-to-end proposal development for research grants, cooperative agreements, and contracts, ensuring seamless alignment with UCAR policies and federal sponsor guidelines.
• Budget & Narrative Development: Partner directly with Principal Investigators (PIs) and project leads to build comprehensive, multi-year project budgets, cost proposals, and detailed budget narratives.
• Portal & Submission Management: Coordinate data entry, document assembly, and formal proposal uploads across UCAR internal systems and federal sponsor portals (e.g., Research.gov, Grants.gov, eRA Commons).
• Compliance & Risk Assessment: Perform thorough pre-submission compliance checks to verify cost allowability, cost-share requirements, indirect rate applications, and sponsor-specific restrictions.

Post-Award Management & Financial Compliance

• Full Lifecycle Award Administration: Oversee active direct awards, contract vehicles, and subawards from initial budget distribution through award closeout.
• Financial Monitoring & Forecasting: Conduct regular financial reviews, track burn rates, reconcile expenditures, perform cost transfers, and generate accurate rolling forecasts to prevent overruns.
• Regulatory Compliance & Audit Readiness: Ensure strict adherence to federal regulations (OMB Uniform Guidance, FAR), sponsor terms, and organizational cost principles, serving as a primary point of contact for audit reviews.
• Financial Reporting & Invoicing: Prepare and submit accurate monthly, quarterly, and annual financial reports, sponsor billing packages, and closeout documentation in accordance with strict deadlines.
• Award Modifications & Extensions: Draft and process formal requests for award amendments, budget reallocations, scope changes, and no-cost extensions in coordination with sponsors and UCAR management.

Stakeholder Engagement & Strategic Financial Partnership

• Financial Advisory & Translation: Serve as the designated financial Subject Matter Expert (SME) for PIs, program managers, and department leaders, translating complex regulations, expenditure allowability rules, and financial reports into clear and actionable guidance.
• Federal Sponsor Liaison: Act as a responsive financial liaison between UCAR project teams and federal sponsor representatives (e.g., NOAA, NASA, NSF grant officers).
• Reporting & Data Visualization: Develop recurring and ad-hoc financial dashboards, metric reports, and summary presentations to provide leadership with clear visibility into portfolio health.
• Process Improvement & Tool Optimization: Leverage advanced spreadsheet modeling (PivotTables, macros, complex formulas) and ERP tools to streamline budgeting workflows and reduce reporting turnaround times.

Education and Experience

• Bachelor's degree in a relevant academic discipline;
• 5 years of experience administering federal funds (grants, awards, contracts, etc.) (or a Masters degree and three years of related experience);
  • Or an equivalent combination of education and experience which qualifies the individual to perform the duties as described.

Knowledge, Skills, and Abilities

• Federal Award & Task Order Administration: Advanced skill in administering grants, cooperative agreements, contracts, and task orders in strict compliance with federal and sponsor requirements.
• Proposal Development & Submission Systems: Advanced proficiency in preparing project budgets and submitting proposal packages via federal and institutional platforms (e.g., Grants.gov, Research.gov, UCAR systems).
• Budget Analysis, Cost Control & Metrics: Advanced ability to perform multi-year budget development, financial analysis, cost control, burn-rate tracking, and key operational statistics.
• Spreadsheet Modeling & Status Reporting: Advanced skill in leveraging spreadsheet applications (Excel or Google Sheets) to perform complex financial analysis, model scenario data, and present executive status reports.
• Government Regulations & Policy Compliance: Intermediate working knowledge of federal award requirements (including OMB Uniform Guidance) as well as UCAR policies, guidelines, and procedures.
• Communication & Data Translation: Excellent interpersonal, verbal, and written communication skills, with a proven ability to translate complex financial data and rules into clear, accessible language for stakeholders.
• Proactive Problem-Solving & Resourcefulness: Strong analytical skills, with the ability to locate key information sources, anticipate organizational issues before they arise, and implement effective solutions.
• Independent Execution & Team Collaboration: Proven ability to drive work independently with minimal oversight while collaborating effectively within a team environment.
• Confidentiality & Discretion: Exceptional sensitivity and discretion when handling confidential financial, personnel, and institutional information.

Preferred Knowledge, Skills, and Abilities

• Direct experience administering federal awards under OMB Uniform Guidance (2 CFR 200) and the Federal Acquisition Regulation (FAR).
• Experience managing NOAA contractual vehicles, grants, or cooperative agreements.

Work Location Expectations: This position is open to candidates seeking in-person, hybrid (combination of 3 days in-person and 2 days of remote), and fully remote opportunities. UCAR requires ALL positions to be performed within the U.S., excluding U.S. Territories.

For full consideration, all application materials must be submitted by 12am (MST) at the start of the application deadline. These should highlight how your skills and experiences align with the responsibilities of this position. We recognize that no candidate will meet 100% of the listed qualifications. If you believe your background has prepared you for success in this role, we encourage you to apply.

Supplemental questionnaires are often requested in lieu of a cover letter, where you address critical skills needed for the position. Your answers will be read and weighed equally to your resume and should provide specific, detailed, and informative responses based on your direct and previous work experiences.

Background checks and/or federal screenings are conducted for candidates selected for hire.

UCAR offers a comprehensive benefits package: health insurance, dental, retirement plan, leave plans, tuition assistance, and employee assistance programs:

• Medical, Dental, Vision, and Short & Long Term Disability Insurance
• Generous retirement plan - UCAR contributes of 10% of base salary
• Time Off Plans
  • Minimum 20 days of annual PTO
  • 10 paid holidays
  • 12 weeks of paid parental leave
  • FAMLI Leave
• Tuition Assistance Program
• Public Service Loan Forgiveness (PSLF) eligible employer

UCAR is an Equal Opportunity Employer and welcomes applications from all individuals. We do not discriminate on the basis of race, age, sex, gender identity, disability, veteran status, or any other characteristic protected by law. Applicants are not required to provide age-related information (like date of birth or graduation dates) in initial submissions.

For sponsored positions: UCAR can sponsor individuals for H-1B status only if they are already in the U.S. in H-1B status or another visa status that allows them to change to H-1B status within the U.S. UCAR is unable to sponsor new H-1B visas for individuals who are outside the U.S. and need to obtain H-1B status through Consular Processing.

While UCAR does not prohibit the use of AI tools in job applications, we strongly recommend that applicants submit primarily original work.

All roles require compliance with U.S. export control regulations and work location requirements. All hybrid staff are expected to work on-site approximately 3 days per week.