Award Intake Project Specialist

Company Description

The University of Notre Dame is more than a workplace; it is a vibrant, mission-driven community where every employee is valued and supported. Rooted in a tradition of excellence and inspired by our Catholic character, Notre Dame is committed to fostering an environment of care that nurtures the whole person—mind, body, and spirit. Here, you will find a deep sense of belonging, a culture that prioritizes well-being, and the opportunity to grow your career while being a force for good in the world. Whether contributing to world-class research, shaping the student experience, or supporting the University’s mission in other ways, you will be part of a dedicated team working to make a meaningful impact on campus and beyond. At Notre Dame, your work matters, and so do you!

Job Description

The Award Intake Project Specialist (AIPS) plays a key role in supporting the setup, management, and compliance of research funding awards within the institution’s electronic grants management system. This position ensures accurate and timely processing of awards, adherence to institutional and sponsor guidelines, and effective communication with researchers and administrative staff. The AIPS collaborates closely with internal stakeholders to facilitate efficient and compliant administration of research grants and contracts.

Key Responsibilities

• Input and configure new research funding awards in the institution’s electronic grants management system.
• Verify award details, including budgets, terms, and compliance requirements, to ensure accuracy and completeness.
• Maintain and update award records, tracking modifications, renewals, and amendments.
• Ensure all award setups comply with institutional policies, sponsor requirements, and federal regulations.
• Review and process award documentation, including contracts, cooperative agreements, and grants.
• Coordinate with compliance officers to address regulatory or policy-related issues.
• Serve as a primary point of contact for researchers and administrative staff regarding award setup and management.
• Collaborate with internal teams to resolve issues and ensure smooth award transitions.
• Identify opportunities to streamline and enhance award setup and management processes.
• Develop and implement standard operating procedures and best practices to improve accuracy and efficiency.
• Stay current on industry trends, funding regulations, and system enhancements to support continuous improvement.

Qualifications

• Bachelor’s degree in Business Administration, Finance, Public Administration, or a related field required.
• 2+ years of experience in research administration, grants management, or a related field, preferably within a higher education or research environment.
• Proficiency with electronic grants management systems and related software.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication abilities.
• Ability to manage multiple tasks and priorities in a deadline-driven environment.
• Knowledge of federal regulations, sponsor guidelines, and institutional policies related to research funding.

Preferred qualifications

• Master’s degree or Certified Research Administrator (CRA) credential preferred.

This position operates in a professional office or hybrid setting, requiring collaboration with faculty, administrative staff, and external sponsors. Occasional training or professional development may be required to maintain up-to-date knowledge of research administration practices.

Additional Information

Salary up to $70,000 annually, commensurate with experience.

At Notre Dame, we know our impact depends on exceptional people, people like you. We are committed to fostering a vibrant, welcoming community. In keeping with our mission, we encourage applications from all who will help build and strengthen our beloved community. We strive to empower every employee to flourish, knowing your success propels Notre Dame to new heights of impact.

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