Post Award Management Specialist - Office of Sponsored Programs
Carnegie Mellon University is a private, global research university that stands among the world’s most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn’t imagine the future, we invent it. If you’re passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!
The Office of the Vice President for Research (OVPR) at Carnegie Mellon University (CMU) is seeking a Post-Award Management Specialist to join the team. OVPR has responsibility for nurturing interdisciplinary research initiatives at one of the nations' leading research institutions. OVPR provides overall research administration and policy for all colleges and schools, as well as the university's more than 100 centers and institutes. Working closely with deans, department heads, faculty, students and staff, the office provides an innovative and supportive research environment that spans all disciplines and campuses and assures that research activities are planned and conducted in accordance with regulations and University policy.
The position is responsible for the timely and accurate establishment and modification of sponsored project accounts following award execution or award modification. This position is responsible for award intake, validation, and account establishment, ensuring readiness for financial activation and downstream post-award management. The Senior Specialist, Award Management Support independently manages complex sponsored research portfolios and serves as a trusted advisor to Principal Investigators (PIs), departmental finance partners, and central offices.
This role ensures that sponsored awards are accurately represented, monitored, and maintained in the university’s electronic systems (SPARCS, Oracle, HRS), and that post-award activity aligns with sponsor terms, institutional policy, and the overall financial integrity of the research portfolio.
Core Responsibilities:
Award and Account Setup
- Review executed award agreements, notices of award, amendments, subawards, and related documentation for completeness and accuracy.
- Reconcile sponsor-approved budgets to awarded funding and institutional proposal records, ensuring alignment with allowable cost structures and system requirements.
- Ensure revised budgets and other data elements are appropriately documented and accurately established in University systems.
- Create and maintain related project records
- Coordinate creation of project and task structures, or related project segments as required.
Compliance and Regulatory Review
- Validate that required compliance determinations and approvals are in place and aligned with award terms for requirements.
- Verify adherence to institutional policies, sponsor regulations, and federal requirements.
Financial and System Coordination
- Establish and validate award data in the eRA system to ensure accurate and complete integration with the institutional financial system.
- Confirm all required financial, structural and compliance elements are in place prior to account activation, minimizing downstream corrections.
- Resolve data discrepancies at the point of setup to ensure system alignment and operational readiness.
Communication and Customer Support
- Serve as a primary point of contact for departments, principal investigators, and research administrators regarding award setup status and requirements.
- Communicate missing documentation, required corrections, or outstanding compliance items.
- Provide guidance regarding account establishment procedures, timelines, and institutional requirements.
Data Integrity and Reporting
- Maintain accurate and complete award records and supporting documentation.
- Monitor workflow queues and account setup metrics to support timely processing.
- Generate reports related to award setup activities, pending actions, and operational performance.
- Participate in quality assurance and continuous process improvement initiatives.
Process Improvement and System Support
- Assist in development and refinement of standard operating procedures and workflow documentation.
- Participate in testing and implementation of eRA system enhancements or upgrades.
- Recommend process improvements to increase efficiency, data quality, and compliance.
Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.
Qualifications:
- Bachelor’s degree required
- Five years of work experience
- Experience in university sponsored projects administration, post/pre award management or research administration or some combination.
- Familiarity with federal sponsor regulations including Uniform Guidance and agency-specific requirements.
- Experience with systems such as Huron Research Suite, Cayuse, InfoEd, Kuali Research, Oracle, Workday, PeopleSoft, Banner, SAP, or similar platforms.
- Knowledge of sponsored project lifecycle management and post-award administration.
- A combination of education and meaningful experience from which comparable knowledge is proven may be considered.
Requirements:
- Successful background check
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