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Position Detail - Post-Award Administrator

Post-Award Administrator

Apply now Job no: 493808
Work type: Staff Full-time
Location: South Hadley, MA
Categories: Administrative/ Executive/ Office Support, Advancement/ Alumnae Affairs

Position Type: Staff Full-time

Hours per week: 37.5   

Weeks per year: 52

Work Schedule: Monday through Friday with the possibility of evenings and weekends 

Salary: Starting at $65,300

Department Summary & Job Purpose:

The role of the Post-Award Administrator (PAA) is to provide comprehensive assistance to the faculty members who hold grants or are principal investigators ("PIs"). The PAA is responsible for managing all programmatic aspects of funded grants, including but not limited to making personnel changes, revising work plans or objectives, adjusting budgets, submitting requests for funding extension, and ensuring compliance with sponsor agency requirements, College policies, federal regulations, and relevant laws.

The PAA is required to be detail-oriented and possess excellent organizational skills to ensure that all programmatic aspects of the grant are managed efficiently and effectively. The PAA must work closely with the grant holders/PIs to ensure their projects run smoothly and meet the grant's objectives.

This is a twelve-month position that is eligible for benefits, and the individual in this role will be expected to work collaboratively with other team members to ensure that all grants are managed effectively and efficiently.


Core Job Duties and Responsibilities: 

  • As the Provost's direct report, the Post-Award Administration Assistant (PAA) will manage and oversee a designated set of grants. The PAA will work closely with the Grants Office, Financial Services, and the Provost's office staff to ensure all grant-related processes run smoothly. The primary tasks of the PAA will include managing grant applications, evaluating proposals, monitoring grant budgets, ensuring compliance with grant requirements, and reporting on grant outcomes.
    The PAA will be pivotal in supporting the Provost's office in achieving its strategic goals through effective grant management.
  • Provide administrative support to PIs for scheduling, travel, hiring and payroll (including student payroll), purchasing and reimbursements, events, etc.
  • Review and reconcile award expenditures and budgets, making adjustments as necessary.
  • Project and forecast future award expenditures. Manage budget, reporting, and compliance timelines through the duration of the grant or contract.
  • Complete financial reports, including closeout reports and the Federal Financial Report, to be sent to the sponsor as required by the award terms and conditions.
  • Monitor compliance with agency and College regulations regarding reporting. Assist PIs with non-financial report submissions, as necessary.
  • Perform related responsibilities as required. 


• The minimum required experience for this role is five years in higher education.
• Applicants must have a BA or BS in a field represented in Mount Holyoke's curriculum.
• The ability to manage multiple projects, schedules, and deadlines efficiently.
• A demonstrated ability to work collaboratively with departments across campus as a team player.
• Familiarity and experience with the entire life cycle of grants.
• Discretion and the ability to handle confidential information with care.
• Excellent speaking, writing, and technical skills to effectively communicate and perform tasks.

Preferred Qualifications:

• 5 to 10 years of experience at institutions of higher education.
• Demonstrated experience with key funders such as the National Science Foundation, Howard Hughes Medical Institute, Mellon Foundation, and others.


Compliance Requirements: 

Physical Demands: 

• Light work: this means that the job may require you to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• The job may require you to walk, stand, climb stairs, crouch, kneel, stoop, push, pull, or carry light items. These are tasks that are generally considered reasonable accommodations for individuals with disabilities.
• The position requires you to communicate verbally with clarity and have the ability to hear in person, on video, and over the phone. There may be occasional public speaking involved. Reasonable accommodations will be provided to ensure effective communication with individuals with disabilities.
• Computer work requires good eyesight and the ability to perform repetitive motions related to the keyboard. Reasonable accommodations will be provided to ensure that individuals with disabilities have equal access to technology and information.

Working Conditions: 

  • The employee is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work). However, activities occur inside and outside environments, and there may not be protection from the weather (e.g. when walking between buildings).  

Background Checks:

At Mount Holyoke College, we prioritize the safety and well-being of our community members. To ensure this, we require all new hires, affiliates, and others to undergo comprehensive background checks before joining our institution. Our Office of Human Resources manages and conducts these checks, including screenings for CORI, SORI, credit history, and driver credentials. Additionally, the Five College Office of Compliance and Risk Management works to coordinate and facilitate these checks in accordance with our policies.

Special Instructions for Applicants

Apply online; application materials must include:

  1. A cover letter summarizing interests and qualifications
  2. A complete resume or curriculum vitae (CV)
  3. Contact information for three professional references

Mount Holyoke College is a women’s college that is gender diverse. The college is devoted to ensuring that all its employees and students have equal access to opportunities in education and employment. In accordance with state and federal law, Mount Holyoke College does not discriminate in employment against individuals based on their race, ethnicity, color, genetic information, sex, national or ethnic origin, religion, age, physical or mental disability, marital status, sexual orientation, pregnancy, gender identity or expression, ancestry, veteran or military status, or any other legally protected status.

Mount Holyoke College is an Equal Opportunity Employer. 

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