(Hybrid) Grants Administrator - WVU Institute for Sustainability and Energy Research

The WVU Institute for Sustainability and Energy Research at West Virginia University is currently accepting applications for a Grants Administrator.

About the Opportunity

The WVU Institute for Sustainability and Energy Research (WISER) is seeking a Grants Administrator to support the institute's growing portfolio of interdisciplinary research in energy, sustainability, and environmental systems.

This position provides comprehensive pre- and post-award grants administration, supporting faculty, research staff, and leadership across WISER-affiliated projects. The role is critical to advancing WISER's mission by ensuring effective proposal development, financial stewardship, and regulatory compliance for externally funded research.

The Grants Administrator will work closely with principal investigators (PIs), university central offices, and external partners to manage complex, multi-investigator and multi-institutional awards, while contributing to the development of efficient and scalable research administration processes.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 24 annual leave (vacation) days per year (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

• Pre-Award Administration
  • Coordinate the full lifecycle of proposal development and submission for WISER-affiliated research initiatives, including complex, multi-investigator and multi-institutional proposals.
  • Support the development of detailed proposal budgets and budget justifications, including personnel, subawards, equipment, and cost-share components, ensuring accuracy and compliance with sponsor and university guidelines.
  • Serve as primary financial liaison between WISER investigators and the Office of Sponsored Programs (OSP) and could include communication with project sponsors throughout the submission process. Coordinate and support the full lifecycle of proposal development and submission for WISER-affiliated research projects.
• Post-Award Administration
  • Manage sponsored projects from award setup through closeout, ensuring compliance with project sponsor and university requirements.
  • Provide financial and administrative oversight for a portfolio of sponsored research projects, including monitoring expenditures, burn rates, and projections.
  • Prepare, review, and analyze financial reports to support accurate forecasting and decision-making.
  • Advise PIs on budget management, allowable costs, and financial planning for sponsored projects.
  • Identify and resolve complex financial or administrative issues (e.g., cost overruns, cost share tracking, and compliance concerns), ensuring timely resolution and appropriate documentation.
  • Coordinate project modifications such as no-cost extensions, rebudgeting, and scope changes.
  • Support timely completion of financial and programmatic reporting requirements.
  • Assist with administration of internal and external seed funding programs, including award setup, monitoring, modifications, and closeout activities.
  • Coordinate with university procurement and contracting offices to support non-subaward funding mechanisms, including vendor agreements, pilot project contracts, and service agreements.
  • Support administration of complex multi-partner awards and subawards, including coordination with partner universities, nonprofit organizations, and external collaborators.
• Research & Program Support
  • Support WISER's interdisciplinary research initiatives by coordinating administrative processes across departments and colleges.
  • Facilitate communication between PIs, leadership, and internal/external stakeholders to support successful project execution.
  • Collaborate with Project Managers/Program Coordinators to align award budgets with project work plans and reporting timelines; supports integrated tracking of financial status, deliverables deadlines, and documentation needs for assigned projects.
  • Maintain a strong working knowledge of WVU financial and research administration systems to support accurate budgeting, reporting, and compliance.
  • Develop and utilize reporting tools to analyze financial and project data, supporting strategic planning and decision-making.
  • Interpret and apply federal, state, and university policies and regulations related to sponsored research.
  • Assist with internal and external audits by preparing documentation and ensuring compliance with applicable requirements.
• Administrative & Strategic Support
  • Serve as a resource to WISER faculty and staff on grants administration best practices.
  • Develop and deliver training and guidance on budgeting, grants management, and compliance requirements.
  • Build and maintain strong working relationships across WVU units and external partners.
  • Proactively communicate with PIs regarding budget status, expenditures, deliverables, and potential issues, ensuring timely resolution.
  • Assist WISER leadership with strategic initiatives, reporting, and operational planning.
  • Participate in process improvement efforts to enhance efficiency and scalability of research administration.
  • Stay current on evolving federal, state, and sponsor regulations.

• Bachelor's degree in business administration, accounting, public administration, finance, or related field.
• A minimum of five (5) years of experience in the following:
  • Grants administration, research administration, or financial management.
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, and Abilities

• Strong understanding of university pre- and post-award grants administration processes.
• Ability to manage complex budgets and perform financial analysis.
• Knowledge of federal regulations (e.g., Uniform Guidance) and sponsor requirements.
• Excellent organizational, communication, and problem-solving skills.
• Ability to work independently and manage multiple priorities in a fast-paced research environment.
• Proficiency in Microsoft Office and research administration systems.
• Ability to collaborate across interdisciplinary teams and institutional units.
• Capable of developing and administering training to PIs and external collaborators on changes or updates to federal, state and sponsor regulations.

Preferred Qualifications

• Experience supporting sponsored research in a university or research institute setting.

West Virginia University is a place of purpose and community. We take pride in our profound impact on the state of West Virginia and are committed to the personal and professional growth of our employees.

From the groundbreaking R1 research at our flagship campus in Morgantown to the career-oriented programs at WVU Potomac State in Keyser, and the technology-intensive programs at WVU Tech in Beckley, the contributions of WVU employees resonate across the state, touching lives and shaping futures.

At WVU, you will discover a supportive community that champions work-life balance and fosters a collaborative atmosphere. Our core values - service, curiosity, respect, accountability and appreciation - unite us as Mountaineers.

Join us at West Virginia University, where your work will make a lasting impact. To learn more about WVU, visit wvu.edu.

West Virginia University is an Equal Opportunity Employer. We invite all qualified applicants regardless of race, color, religion, sex, national origin, age, disability, genetic information, or Veteran status.