Pre-Award & System Support Specialist, Office of Sponsored Programs - Administrative Services

With a customer service focus, this position will be the primary contact in the Office of Sponsored Programs-Administrative Services for answering questions and providing guidance on the university sponsored programs application process while maintaining a high level of compliance with university, federal, state regulations. Additionally, this position will provide regular support and maintenance on Cayuse and related systems, while keeping training materials updated. This position will provide manage OSP-AS data, including preparing reports for university leadership. In all activities, this position will maintain a high level of customer satisfaction acknowledging that faculty rarely embrace compliance or administrative issues., Award Set-Up/Cross-Over Support Services, including:

• Maintaining data integrity regarding pending proposals
• Reviewing and entering award and denial data into eRA systems
• Reviewing award documents and notifying PIs and other stakeholders of relevant terms and conditions to promote a culture of compliance
• Reviewing award documentation against proposals to identify any variances, including engaging with sponsors as necessary to resolve identified issues
• Working with PIs, grants specialists, and other stakeholders to resolve variances, particularly in the proposed and awarded budgets.
• Review award budgets to proactively identify any unallowable costs.
• In collaboration with OSP-AS leadership, working with sub awardees as relevant when changes of scope and/or budgets are needed for award processing.
• Working with OSP-FA to ensure smooth completion of award set-up
• Working with new and outgoing faculty to ensure smooth award transfer

Post-Award Prior Approvals and Non-Financial Reporting, including:

• Serve as a liaison between principal investigators, administrative staff, and sponsors to gather required documentation and clarify approval requirements; this particularly includes coordinating with OSP-FA to ensure accurate revised budgets are produced.
• Review and coordinate prior approval requests to ensure compliance with sponsor guidelines and institutional policies before submission.
• Prepare prior approval requests for review and submission by AORs, ensuring accuracy, completeness, and timely processing.
• Monitor the status of all prior approval requests, taking necessary action to ensure continuity of sponsored program activity.
• Track and notify PIs of the due date and status of sponsor-required technical and other reports.
• Assist PIs in the preparation of such reports as appropriate.
• As appropriate, prepare reports for submission by AORs.

Technology and systems support, including:

• Overseeing the smooth operation of JMU’s Cayuse system. This includes, among other tasks, collaborating with IT on Cayuse application updates, submitting and tracking work requests (both externally and internally), and maintaining the production and training Cayuse domains.
• Revising the Cayuse system as appropriate to capture appropriate data for reports and support a culture of compliance. Examples include building and/or maintaining appropriate forms on research security, compliance with human/animal subjects research protections, IP and export control regulations, and similar.
• Provide regular updates on changes to sponsored programs technology systems (including Cayuse) to stakeholders, including updating/developing necessary documentation.
• Develop and provide training (including documentation) on sponsored programs eRA systems for stakeholders.
• Respond to inquiries from stakeholders about sponsored program technology systems.
• Manage OSP-AS’s website and other online presences for OSP-AS.
• Assist OSP-AS office staff, PIs, and other stakeholders with troubleshooting issues in eRA systems
• Update and verify data loads.
• Work with PIs, grant specialists, and other stakeholders to aid submissions, including moving approved submissions from Cayuse

Data management and report preparation, including:

• Developing and maintaining processes to ensure data integrity, particularly within the Cayuse eRA system.
• Maintaining relevant data (e.g., submission rates, award rates)
• Reconcile shadow systems for proposal identification and funding with data in Cayuse.
• Develop and provide reports on funding requests & awards, including drafting the monthly sponsored programs report
• Assist with preparation of the JMU’s annual sponsored programs report
• Assist with updating and maintaining office documentation, templates, and resources.
• Perform regular data integrity tasks to ensure data is appropriate stored and is auditable, as well as ensuring the timely destruction of data according to university policy.
• In all work, understand and maintain the confidentiality of the data and use it according to university policy, state and federal law.

Compliance & Risk Management, including:

• Working with OSP-AS leadership, establish, maintain, review, and update policies and procedures to ensure compliance with university, sponsor, state, federal, and international regulations.
• Conduct regular reviews and audits of sponsored projects to mitigate risks and address compliance issues.
• Through participation in relevant national and professional organizations, maintain current knowledge of issues in research administration, and communicate relevant changes or new requirements to stakeholders
• Prepare necessary reports and gather relevant documentation as appropriate to demonstrate compliance with university, sponsor, state, federal, and international regulations, particularly as requested by sponsors.

Contribute to the Strategic Planning of OSP-AS, including:

• Prepare correspondences on behalf of OSP-AS.
• Collaborate with OSP-AS leadership to develop and implement strategic plans to enhance sponsored programs activities aligned with the organization’s mission and goals.
• Identify opportunities for growth and diversification of sponsored funding sources.
• Collaborate with OSP-AS leadership to align sponsored programs initiatives with institutional priorities.

Do you have experience in Website management?, * Prior experience with Cayuse or other electronic research systems

• Strong attention to detail and strong organizational skills
• Ability to work independently and as part of a team in a fast-paced environment
• Proficiency in multi-tasking and prioritizing assignments in a deadline-driven environment
• Excellent written and verbal communication skills, * University and Sponsored Programs experience
• Familiarity with the pre-award process
• Knowledge of the Uniform Guidance (2 CFR 200)
• Ability to use multiple software systems

Pulled from the full job description

• Parental leave
• Health insurance
• Retirement plan
• Paid holidays, We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change - and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

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At James Madison University (JMU), we’re more than just a publicly funded institution - we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.