Pre-Award Administrator at University of Pittsburgh – Pittsburgh, Pennsylvania

Pre-Award Administrator

Med-Neurology - Pennsylvania-Pittsburgh - (26000480)

The University of Pittsburgh, Department of Neurology, seeks a qualified Pre-Award Administrator to support research operations with a primary focus on pre-award administration.

This position is comprised of approximately 75% pre-award responsibilities and 25% post-award responsibilities. The successful candidate will independently manage significant responsibilities and exercise sound judgment consistent with the scope of a Pre-Award Specialist role. The primary responsibilities of the position are preparing application documents and negotiating budgets for government agencies, industry sponsors and foundations. The role serves as a key financial and technical resource to principal investigators and university staff, ensuring compliance with institutional, sponsor, and regulatory requirements. By the fourth month of employment, the individual is expected to demonstrate the ability to perform pre-award duties with a high degree of autonomy.

Key Responsibilities and Qualifications:

• Proven experience in grants and contracts administration with a focus on pre-award administration
• Pre-award responsibilities include prepare proposal submissions and perform budget negotiations
• Ability to read and interpret sponsor guidelines, institutional policies, and regulatory requirements
• Demonstrated ability to prioritize and manage multiple tasks effectively while meeting established deadlines
• Must have strong understanding of accounting principles
• Ability to provide accurate and timely post-award financial reconciliations to supervisors and team members

Work Arrangement:
This position may be eligible for a hybrid or remote work arrangement following an initial 2–3 day per week on-campus training period.

Job Summary

Performs pre- and post-award accounting duties for complex grants and contracts. Prepares, negotiates, and monitors grants, contracts, and budgets. Maintains award-related schedules, prepares complex government applications and reports, and interprets policy and procedure. Monitors account activity, performs internal audits, resolves complex issues, and reviews routine financial documents. Develops and implements accounting techniques and procedures for operational improvements and assists with managing special projects and preparing operating budgets.

Essential Functions

Independent work for the following areas: Grants & Contracts Submission, Clinical Trial Budget Negotiations, Project Monitoring/Reconciliation, Project Administration, Ensure Compliance with grant requirements, Managing timelines and deliverables, Prepares Financial reports/project narratives/documents.

Physical Effort

Must be able to navigate in a university setting.

Assignment Category: Full-time regular

Job Classification: Staff.Grants & Contracts Specialist III (Pre & Post-Award)

Job Family: Research

Job Sub Family: Grants & Contracts

Campus: Pittsburgh

Minimum Education Level Required: Bachelor's Degree

Minimum Years of Experience Required: 2

Will this position accept substitution in lieu of education or experience: Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Work Schedule: M-F, 8:30-5:00

Work Arrangement: Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range: TBD Based Upon Qualifications

Relocation_Offered: No

Visa Sponsorship Provided: No

Background Check: For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances: Not Applicable

Required Documents: Resume, Cover Letter

Optional Documents: Not Applicable