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Job ID: 184291

Grants and Contracts Administrator (All Levels)
Worcester Polytechnic Institute

Date Posted Apr. 21, 2022
Title Grants and Contracts Administrator (All Levels)
University Worcester Polytechnic Institute
Worcester, MA, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Fiscal Services

Grants and Contracts Administrator (All Levels)



Worcester Polytechnic Institute - WPI

This position will serve as a primary coordinator of pre-award business functions for a defined group of academic departments and/or groups. This position performs pre-award duties with limited direct supervision, while reporting to the Associate Director of Pre-Award Services.


Proposal Development and Submission
  • Leads the development of proposals with complex budgets, specifically multi-university proposals, proposals with institutional committed cost-share, and/or task budgets with limited supervision.
  • Performs initial review of proposals to be submitted electronically to external sponsors (including federal, state, foundation, and corporate sponsors) to determine proposal are completed in accordance with University policies and sponsor guidelines.
  • Liaison with other departments affiliated within WPI's research enterprise and funding agencies to resolve problems, ensure compliance, and/or obtain approval for deviation from award specifications
  • Provides important feedback and advice to faculty and staff on various aspects of proposal development and submission.
  • Coordinates final submission.
  • With the approval of the Board of Trustees, serves as Authorized Organizational Representative

Communication, Outreach and Training
  • Plays a key role in the communication and outreach efforts of OSP including: utilizing OSP's available online research tools, conducting new faculty training, and updating departments on sponsor compliance updates.
  • Participates in and assists in the development, implementation, and presentation of training.
  • Build effective partnerships with co-workers throughout the University by freely sharing appropriate information and providing assistance when needed.

Management and Process Improvement
  • Assists with the development, implementation, and evaluation of OSP pre-award processes, procedures and policies. Drafts departmental policies for approval by OSP leadership team, and leads internal staff training on new workflow implementation.
  • Oversees the training, project activities, and over-all management of the work study students, including: assisting with interviews, scheduling, conducting initial onboarding training, managing day-to-day logistics and resolving workflow issues.
  • Provide guidance and assistance to other Grant and Contract Administrators and Departmental Research Administrators, as required or requested

Compliance and Award Activities
  • Coordinates the review and negotiation of sponsor award and subaward documents with the Director of OSP, and other parties as necessary
  • Work seamlessly with Post-Award team member(s) to provide excellent service to PIs and Department customers.
  • Maintain proposal records with a high degree of accuracy in WPI's research data management system, InfoEd. Provide ad hoc reports at the request of faculty, deans, department heads, and others
  • Award setup and management support as needed, including the review and negotiation of award documents with the Associate Director and/or the Director of OSP, and other parties as necessary.

  • Bachelor's Degree is required along with 1-7 years of experience in a Higher Education setting as a grants administrator. Salary commensurate with experience .
  • Experience, with NSF, NIH, NASA, DOE, and DOD agency guidelines, and their associated systems (,, ERA Commons, NSPIRES, EERE Exchange).
  • Experience with FARS/DFARS and Uniform Guidance
  • Must be highly organized, have effective time-management and organizational skills; ability to deal with multiple tasks, prioritize, and follow-through.
  • Ability to think critically, flexibly and analytically.
  • Ability to work independently and as member of a team.
  • Excellent written and oral communication skills.
  • Excellent Microsoft Office and computer skills required, as well as familiarity with data bases.
  • Ability to communicate effectively using tact and discretion in a customer-service environment.

WPI is passionate about creating an inclusive workplace that promotes and values diversity. We are looking for candidates who can support our commitment to equity, diversity and inclusion. Applicants must have demonstrated experience working in and fostering a diverse and inclusive workplace and/or commitment to do so as an employee at WPI.

Flexible work arrangements are available, including hybrid, remote or in-office schedule depending on candidate preference.

WPI requires employees to be fully-vaccinated for COVID-19 including booster shot. For additional information on WPI's response to COVID-19, refer to

United States of America (Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. We are seeking individuals with diverse backgrounds and experiences who will contribute to a culture of creativity and collaboration, inclusion, problem solving and change making.

To apply, visit:

About WPI

WPI is a vibrant, active, and diverse community of extraordinary students, world-renowned faculty, and state of the art research facilities. At WPI, we have competitive and comprehensive benefits, including health insurance, long-term care, retirement, tuition assistance, flexible spending accounts, work-life balance and much more.

Diversity & Inclusion at WPI

WPI is committed to creating an inclusive workplace where everyone feels valued and respected; a place where every student, faculty and staff member can be themselves, so that they can study, live, and work comfortably, to reach their full potential, and make meaningful contributions in order to meet departmental and institutional goals. WPI thrives on innovative practice and welcomes diverse perspectives, insight, and people from diverse lived experiences, to enhance the community environment and propel the institution to the next level in a competitive, global marketplace.

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