College Grants Administrator (COE)

Posting Details

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Posting Details (Default Section)

Posting Number:	20260014S
Position Title:	College Grants Administrator (COE)
Position Type:	Staff
Location:	Villanova, PA
Recruitment Type:	Internal/External Applicants
Work Schedule:	full-time/12-months
Avg Hours Week
Department:	201-Dean-Engineering
Position Summary:	*Why work at Villanova?* Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others. Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum. Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more. The Grants Administrator assists Villanova University and its research community in applying for and managing sponsored projects and serves as the first point of financial compliance review for VU sponsored award activities within the College of Engineering (COE). The individual in this position is responsible for enforcing and complying with federal and other sponsor requirements and institutional policies and procedures. This position is a member of the COE administrative team and provides local support to faculty. The individual in this role must have a solid understanding of grant policies and independently follow the policies and procedures set forth by the University for managing sponsored award activities. The individual in this role must demonstrate a supportive and team-oriented approach that both reduces faculty administrative burden and protects the university from unnecessary risk as it relates to pre-award activities. Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.
Duties and Responsibilities:	Provide guidance to Investigators/Research Team on regulations, federal and others, as they relate to sponsored award proposal development and implementation. Maintain regular contact with college level Investigators and with local leadership (Deans, Chairs, College Finance Managers, etc.), to ensure proactive management of applications. Develop, edit, and advise on administrative components of sponsored award proposals including, internal and sponsor-required budgets, justifications, biosketches current/pending and other support, required letters, subaward/subcontract documentation, and any other required documents. Create internal (Cayuse) proposal record, complete application forms, and upload documents to sponsor website. Ensure all errors/warnings are addressed. Liaise between PIs, OG&C, and compliance units (IRB, IACUC, COI, Export Control, and IBC); ensure that compliance training and certifications are complete. Ensures that all proposals initiated by college faculty are complete and conform to sponsor and Villanova pre-award policies prior to submission to OG&C for submission to sponsor. Prepare sponsor requested pre-award budget revisions, requests for other support/current and pending documents, Just-in-Time requests. Submit to OG&C for review and to sponsor when appropriate. Review new awards/contracts/agreements for accuracy prior to award set up. Address any changes as necessary (budget revisions). Prepare and submit advance account and/or pre-award spending requests as needed. Meet with Associate Research Dean regularly to review college portfolio, advise of issues, and help to creatively problem-solve. Track Key Personnel effort against commitments. Develop plan with PI (and others within college as appropriate) at pre-award to prepare for over-commitments. Maintain current/pending and other support documents throughout the life of the awards. Notify PIs, ADR, Chairs, and OG&C leadership of potential audit risks. Support other sponsored pre-award related activities as needed. Stays current with changes and updates in the research administration field. Perform additional duties and assist with special projects as assigned.
Minimum Qualifications:	Formal Education: Bachelor's degree required. Specific Job Knowledge: Thorough understanding of federal grant regulations and their implementation in the higher education setting. Ability to understand contractual requirements. Ability to apply federal and sponsor regulations to financial transactions, sponsored award budgets and sponsored award proposal content. Work Experience: At least 3 years of solid experience supporting pre-award activities for grants and contracts, preferably in a higher education setting with an engineering focus. Work Skills: Attention to detail required. Excellent written and verbal communication skills; ability to translate complex requirements into simple and actionable recommendations. Friendly and supportive demeanor, and ability to communicate clearly and professionally. Equipment Knowledge: Fluency in Microsoft Office suite.
Preferred Qualifications:	Formal Education: Master's Degree or Certified Research Administrator (CRA) certification preferred. Work Experience: Higher Ed experience. Knowledge of engineering focused proposal submission standards.
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:	Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change! Villanova is a Carnegie-classified doctoral university. From its founding in 1842 to its position today as a nationally recognized leading university, Villanova University has forged a path of academic excellence. The University is in the Philadelphia metropolitan area, home to a large concentration of universities, industries, and government labs. Please submit your application at: https://jobs.villanova.edu/. Application packages must include: Cover Letter Curriculum Vitae Names and contact information of three references The review process will begin immediately and will continue until the position is filled.
Posting Date:	01/27/2026
Closing Date (11:59pm ET):
Salary Posting Information:	This position falls within salaried grade 15 and the range for this position is $64,000-80,000. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.
Salary Grade:	15
Job Classification:	exempt

References Needed

Minimum Number of References Needed	3
Maximum Number of References Needed	3

Supplemental Questions

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Documents needed to complete your application:

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PI282730818

Job ID: 82737536

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