Award Manager (Hybrid-Remote)

About the Position

The Award Manager (AM) is accountable for providing organization-level research administration services. The AM must successfully execute research administration, maintain excellent financial management skills, and effectively deliver award negotiations, ensuring compliance, and the ability to monitor award execution through to project closure. In broad terms, the AM oversees the project budget and financial administration efforts, negotiation and compliance activities, subrecipient monitoring, and successful award start-up and close-out. The AM also supervises and mentors other award administration personnel.

The Award Manager will provide business development research and development support, drive expansion efforts for the assigned portfolio, and deliver high-quality proposal development support. The Award Manager is expected to provide exceptional, hospitality-driven customer service, creating a positive experience for internal and external stakeholders through efficiency, responsiveness, professionalism, and personalized attention.

This is a hybrid-remote position; rotationally on-site at the Uniformed Services University (USU) and Walter Reed National Military Medical Center (WRNMMC). A thorough government background check will be required.

QUALIFICATIONS:

• Bachelor's Degree in Business, Accounting, or related field
• Minimum of four (4) years of experience in research administration, particularly managing federally-funded awards in an academic or research institution setting
• Strong understanding of federal regulations and policies governing sponsored research with knowledge of industry best practices
• Experience managing fixed price, time & materials/labor hour, and cost type contracts(and/or subcontracts) and solid understanding of regulations associated with the administration of each
• Ability to perform and comprehend price and cost analyses
• Exceptional attention to detail and accuracy in financial management and reporting
• Excellent organizational skills with the ability to manage multiple projects simultaneously and meet deadlines
• Effective communication skills, both written and verbal, with the ability to interact responsively and professionally with diverse stakeholders
• Able to work independently as well as collaboratively in a team-oriented environment
• Computer skills including intermediate level experience with Excel and other Microsoft Office Software required
• Developed understanding of OMB Regulations, DoDGARs, FAR, DFARS, and other applicable regulations
• Certified Research Administrator and/or Certified Federal Contracts Manager preferred
• Knowledge of DoD medical research enterprise desired

MANAGEMENT RESPONSIBILITIES

• Accountable for personnel recruitment, onboarding, performance management, and retention of direct reports
• Conduct counseling, corrective action, up to and including termination, in collaboration with People Operations and Director
• Monitor time and effort reporting for research personnel
• Ensure direct reports demonstrate understanding and competence in their role
• Plan and facilitate individual and team meetings
• Develop and deliver training for peers and other members of program team

RESPONSIBILITIES

• Inform growth decisions based on detailed knowledge of business intelligence gathered from sponsors, customers, and other stakeholders
• Develop cost volume/proposal budget, subcontracting plan, and other necessary documentation as part of a collaborative proposal submission, provide initial application review
• Review and negotiate terms and conditions of award
• Lead project set-up and kick-off with stakeholders
• Monitor terms and conditions of award and federal guidelines
• Initiate, negotiate, and execute all agreements in support of the award
• Read and interpret contract and other award documents to determine budget, invoicing schedule, restrictions, and other pertinent information
• Manage project budget to ensure compliance, appropriate expenditure, and prevention of any deficit
• Provide financial information and reporting to research teams and department leaders
• Process modifications, sponsor requests, monitor technical reports as compared with SOW
• Manage subrecipients, conduct risk assessments, and annual subrecipient single audit reviews
• Ensure and monitor the submission of progress reports and deliverables to sponsor ensuring accuracy and compliance with sponsor requirements
• Interpret and monitor regulations and guidelines of program funding for grants, cooperative agreements, contracts and clinical trial agreements
• Review and submit sponsor correspondence such as requests for prior approval and no-cost extensions
• Lead effective "project close out" with all stakeholders
• Complete all award compliance study close-out activities
• Ensure effective disposition of all project assets

  In addition to the core Award Manager job description, the following expanded responsibilities apply:

EXPANDED RESPONSIBILITIES:

BUSINESS DEVELOPMENT RESEARCH AND DEVELOPMENT (BD R&D)

• Collaborate with BD R&D to support strategies that drive research growth across Geneva’s portfolios.
• Engage in strategic analysis and relationship development/management with current and potential sponsors, sites, researchers, and partners to identify opportunities for:
  • Research growth,
  • Portfolio collaboration strategies, and
  • Maintain accurate and timely entries within HubSpot.
• Distribute funding opportunities internally and externally; conduct and disseminate targeted funding searches upon request.

PRE-AWARD

• Conduct needs assessment meetings with PIs; advise on best practices for proposal development, administrative requirements, and timelines.
• Independently develop budgets and budget justifications using PI-provided budget wish lists, ensuring alignment with sponsor requirements.
• Accurately interpret sponsor guidelines and incorporate requirements into proposal documents, internal routing forms, and communication to stakeholders.
• Understand and comply with Geneva’s Indirect Cost (IDC) waiver requirements; ensure proper documentation and approvals.
• Conduct lay review of proposal components including:
  • Grammar, spelling, and formatting,
  • Narrative consistency and logic/flow,
  • Feasibility of executing proposed work, and
  • Adherence to FOA/solicitation instructions.
• Facilitate clear communication management to track proposal components, missing items, deadlines, and internal/external dependencies.

RESEARCH OPERATIONS AND FINANCIAL STEWARDSHIP

• Hold regular meetings with Principal Investigators and scientific staff to discuss project progress, operational challenges, upcoming phases of work, and strategic needs.
• Oversee, analyze, and review monthly budget reports and financial forecasts to ensure projects remain financially healthy and aligned with sponsor requirements.
• Review financial transactions within Geneva’s financial system for accuracy and completeness; identify, investigate, and resolve discrepancies and data integrity issues.
• Prepare timely, accurate financial documentation including reconciliations, internal reports, sponsor-facing reports, and materials required for audits or reviews.
• Communicate financial data to principal investigators in a clear, tailored manner suitable for varying levels of financial literacy.