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The Grants and Contracts Department is now searching for a Pre-Award Manager to join their team. This is an exempt, full-time position and is eligible for benefits.
The position reports to the Director of Grant and Contract Services and Large Institution Project Support. As a member of the Grant and Contracts administration team, primarily facilitates the pre-award process by which Institution Scientific Staff and other Principal Investigators secure sponsored research funding.
  • Assists in developing and implementing short- and long-term grants administration strategies intended to contain costs and improve quality and service; works closely with the Director and Institution staff to ensure these goals are achieved.
  • Assists design team for the WHOI Grants software.  Develops or recommends modifications and improvements to WHOI Grants when needed.
  • Assists in the design and use of Institution administrative systems to ensure maximum effectiveness; keeps abreast of system enhancements/potentials and recommends changes as appropriate.
  • Manages the Pre-Award sponsored research activities by working closely with Institution staff involved, including Department Administrators, Finance/Accounting Office and others, to ensure effective, accurate and efficient procedures for submission of proposals.
    • Facilitates preparation of grant and contract proposals, including determining and communicating current requirements to the Department offices, and assists in the preparation of forms and formatting, as necessary.
    • Assists with the preparation of proposal revisions by reviewing feedback provided by the sponsor.
    • Provide continuous guidance to investigators throughout the proposal process
  • Initiates and maintains contact with agency representatives through email and telephone communications, faithful negotiations, and prompt responses to issues.
  • Prepare correspondence as a result of sponsor’s request for additional information.
  • Work with Director of Grant and Contract Services and Large Institution Project Support on strategic planning related to the management of the proposal development service.
    • As identified, improve operating procedures, activities and policies to enhance the pre-award process.
    • Facilitate education/training for departmental staff on pre-award/proposal development.
  • May have direct supervisory responsibilities of grants support staff
  • May be expected to assist in facilitating negotiations and processing of Institution sub-contracts – assists the Sub award Administrator.
  • Remain current on the grant and contract regulations to include OMB A-122, A-133 and FAR
  • Performs related duties as required.
  • Other duties as assigned by supervisor.
  • Bachelor's degree required with three (3) to five (5) years of increasingly responsible, directly related experience, or combination of equivalent education/experience.
  • Must have demonstrated results in three or more of the following areas:  contractual negotiation, grant/contract administration, process improvement, computer expertise in networking, databases and spreadsheets, scientific literacy, problem solving/decision-making, client and/or client satisfaction.
  • Strong interpersonal, communication and organization skills essential, along with demonstrated leadership, teamwork and personal initiative.
  • Computer proficiency required.
Physical duties for this position include but are not limited to a mostly sedentary environment and may require repetitive motion (ability to operate computers and general office equipment). Other occupational requirements include ability to hear, talk, and work around, with others, as well as alone. Physical duties are subject to change.
WHOI is a member of the Higher Education Recruitment Consortium (HERC). We are sensitive to the issues of dual career candidates and we will work with applicants to address them. Please visit HERC - for more information.

WHOI is an Affirmative Action/Equal Opportunity Employer/Disabled/Veterans/M/F. We encourage Veterans and those with Disabilities to apply. Applications are reviewed confidentially.
Applicants that require accommodation in the job application process are encouraged to contact us at (508) 289-2253 or email for assistance.