Pre-Award Research Administrator

Northern Arizona University   Flagstaff, AZ   Full-time     Administration / Clerical
Posted on May 31, 2024
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Pre-Award Research Administrator


Location: Office of Sponsored Projects


Regular/Temporary: Regular


Job ID: 607922


Full/Part Time: Full-Time


Workplace Culture


NAU aims to be the nation's preeminent engine of opportunity, vehicle of economic mobility, and driver of social impact by delivering equitable postsecondary value in Arizona and beyond.


Special Information


This position is a hybrid position which allows the incumbent to complete their work at both an NAU site, campus, or facility and at a non-centralized site with or without accommodation.


Job Description


The purpose of the position is to ensure the oversight and administration of the pre-award grant and contract process and procedures for research activities. They work closely with faculty and departmental staff to provide professional assistance with the beginning (pre-award portion) of the grant lifecycle. The Pre-Award Administrator is responsible for developing a productive and positive working relationship with research personnel and support the collation of all the relevant proposal information (narrative, budget, sub-award agreements etc.) required by the sponsor. They are responsible for conducting reviews and supporting the correction and finalization of all submission documentation to ensure they are accurate and compliant with institutional and state, federal, industry or private sponsor requirements. They work closely with a Pre-Award Research Administrator, Intermediate for final submission to the sponsor.


Solicitation, Application Development, and Submission - 50%


  • Review sponsor solicitations.
  • Identify institutional concerns when they can be identified.
  • Collaborate with the Contracts Manager to review potential contract terms.
  • Ensure there is clarity in understanding of the requirements for submission by the Principal Investigator (PI), department staff, and OSP team.
  • Gather information to help the PI(s) evaluate eligibility requirements, institutional guidelines, and applicable regulations affecting proposals.
  • Support PI to gather and submit all relevant proposal submission documents required by the Sponsor and internally.
  • Communicate with external partner organizations to help secure sub-grantee documents as necessary.
  • Maintain clean and up-to-date filing system.


Budget/Justification - 25%


  • Review and support the development of an accurate budget with PIs as representation of the financial spending plan for proposal/projects.
  • Utilize electronic software tools such as Excel to generate budgets.
  • Review budget and budget narrative (justification) in detail to ensure they match.


Systems Management - 10%


  • Initiate proposal basics in NAU internal proposal data management system.
  • Ensure sponsor systems access is active and requirements are known/understood prior to proposal submission.
  • Record and track proposals, PI profiles, and curriculum vitae.


Certifications and Sponsor Contact - 5%


  • Complete institutional representations and certifications.
  • Ensure compliance of proposal requirements prior to submission to sponsor.


Other - 5%


  • Develops and maintains effective relationships with NAU faculty member and other staff.
  • Supports / trains new faculty, staff or PIs to navigate the entire proposal management process, including sponsor proposal portals.
  • Actively seeks out and participates in internal and external professional development training opportunities.
  • Supports and upholds a positive team environment.
  • Other duties as assigned.


Minimum Qualifications


  • High school degree.
  • 1-2 years of relevant experience.
  • A combination of related education, experience, and training may be used as an equivalent to the above educational Minimum Requirements.


Preferred Qualifications


  • Experience in a high volume, deadline driven environment is a plus.
  • Experience of working in an academic environment.


Knowledge, Skills, & Abilities




  • A general understanding of grants and contracts environment is preferred, but not required.
  • Basic knowledge of grant funding policies and procedures and applicable local, state, federal and university regulations.
  • Basic knowledge of cloud-based grant management systems.
  • Basic knowledge of federal, state and/or community funding sources and mechanisms.
  • Basic knowledge of appropriate and allowable costs related to various funding sources.




  • Proven effective communication skills.
  • Familiarity with legal terminology.
  • English composition, grammar, spelling and punctuation.
  • Excellent organizational skills
  • Basic accounting skills for tracking and reconciling proposal budgets.
  • Customer service skills.
  • Basic training / technical capacity building skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).




  • Establish and maintain effective working relationships.
  • Ability to prioritize and manage varying workloads on a daily basis.
  • Proven excellent communication skills (written, verbal, non-verbal).
  • Possesses strong problem solving, organizational, and analytical capabilities.
  • Ability to uphold and pro-actively support teamwork.
  • Promotes a diverse, inclusive environment.


Background Information


This position has been identified as a safety/security sensitive position. Therefore, per AZ Revised Statute, Northern Arizona University requires satisfactory results for the following: a criminal background investigation, employment history investigation, degree verification (in some cases) and fingerprinting. If you are applying for a job that requires a CDL, you will be required to register with the Federal Motor Carrier Safety Administration Drug & Alcohol Clearinghouse and adhere to the clearinghouse requirements. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus as this campus has on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff.




Salary range begins at $55,000. Annual salary commensurate with candidate's qualifications and related experience.


FLSA Status


This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked.




This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date.


Learning and Development


Your career at Northern Arizona University includes the opportunity for professional development. includes courses to be completed within the first 30 days.


Immigration Suppt/Sponsorship


NAU will not provide any U.S. immigration support or sponsorship for this position.


Application Deadline


June 10, 2024 at 11:59 p.m.


How to Apply


To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets.


If you are an individual with a disability and need reasonable accommodation to participate in the hiring process, please contact the Disability Resources Office at 928-523-8773,, or PO Box 5633, Flagstaff AZ 86011.


Equal Employment Opportunity


Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples.


NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.


To apply, visit


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