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Sub-Award Administrator

Posted on Nov 11, 2018 by Georgetown University

Washington, WA
17 Sep 2018
Annual Salary
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Sub-award Administrator​ - Georgetown University Medical Center

The Sub-award Administrator provides pre-award support to faculty, postdoctoral fellows and graduate students in all aspects of the sub-award process. A major focus of the position is the coordination, submission and execution of sub-awards and independent contractor agreements (ICAs).This position supports the proposal specialists of the basic science and clinical science units, which includes several departments of the GUMC. The Sub-award Administrator works directly with the RDS teammates and is responsible for collecting and compiling consortium information required for proposal submission, setting up and modifying subcontracts and ICAs noted in the award. Duties include but are not limited to:

  • Assists RDS teammates with assembling consortium information needed for proposal development and submission.
  • Reviews the Notice of Grant Awards with the Proposal Development Manager or Proposal Specialists.
  • Works directly with the PI and/or the subinstitution to finalize the subaward budget.
  • Ensures that current and prospective sub-recipients (subawardees and independent contractors) are registered vendors with the University and meet all other eligibility criteria.
  • Enters the request into the Interneer Subaward Tracking and Review System (STARS)
  • Maintains a list of all pending subawards, which includes notes on outstanding issues, and routinely communicates back to the PI on the status of the subaward.
  • Regularly meets with OSR subaward personnel to ensure effective and efficient communication.
  • Follows up with OSR and the sub-institution to ensure timely execution of the subcontract, modification or independent consulting agreement.
  • Sets up the modification for each subaward or ICA for each of the following years once the Notice of Grant Award is received.
  • Forwards the executed subaward or ICA or modification to the appropriate departmental financial analyst.
  • Identifies underlying and systemic barriers and works to address them with the input, direction and guidance from senior staff.
  • Assists the Proposal Development teammates to maintain faculty's biosketches and other proposal and subward support documents.
  • Assists the Proposal Specialists during major federal deadlines in formatting documents for proposal submissions, including checking documents for page limits, margins, font size and type, and converting the word documents into PDFs.
  • Assists the Proposal Development Manager with the electronic file maintenance of the final copies of the proposals for future reference.
  • Provides publication information and reports as needed for large program projects.


  • Bachelor's degree
  • 1-3 years of research administration experience
  • Familiarity with NIH and DOD grants and contracts
  • Excellent organizational skills, and ability to work in a fast-paced team environment

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EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law .

Reference: 559289425