Job description
OVERVIEW
Vitalief is an innovative consulting company working at the intersection of Sponsors, CROs, and Sites across the research and clinical trials landscape. By blending deep subject matter expertise with strong business acumen, we deliver consulting and Functional Service Provider (FSP) solutions that empower organizations to do more with less, streamlining operations, reducing costs, and accelerating breakthroughs that ultimately benefit patients.
We are seeking a Senior Research Grants Administrator (to work as a full time, fully benefited Vitalief employee) with deep expertise in both pre-award and post-award functions to join our client’s Sponsored Awards Team. This position will play a central role in managing critical functions related to federal grant terminations, stop work orders, and appeals from a “hands-on” perspective. The ideal candidate brings a solid understanding of federal regulations, has extensive experience with agencies such as NIH, NSF, DHHS, DoD, DoE (Energy and Education), and thrives in a collaborative, higher education research environment. The ability to hit the ground running with minimal supervision is essential.
WHY VITALIEF?
- You can actively contribute to our clients’ mission of advancing scientific discoveries that have the potential to change patients’ lives for the better.
- Our PEOPLE FIRST culture prioritizes personal and professional growth for all Vitalief employees.
- We give everyone a seat at the table – we encourage innovation.
- Life/work balance that includes 20 PTO (Paid Time Off) days plus 9 paid Holidays annually.
- Other benefits include Company paid life insurance and short / long term disability coverage; 401K retirement program; Robust healthcare plans to choose from.
Salary Range: Market competitive - based on experience level.
Work Location: Work is 100% remote. The company’s location is New Jersey; therefore, we are only seeking candidates that live in the EST or CST Zone for this position.
Key Responsibilities:
- Serve as the primary liaison in the event of grant terminations, stop work orders, or funding suspensions from federal sponsors.
- Review termination notices for accuracy and compliance with award terms.
- Coordinate institutional response with PI’s, department chairs, legal counsel, and senior leadership.
- Assist in drafting and submitting formal appeals or rebuttals, including preparing supporting documentation, justifications, and corrective action plans.
- Track deadlines and manage correspondence with sponsors to ensure timely resolution.
- Support closeout of terminated awards, including reconciliation of expenditures, reporting, equipment disposition, and subaward finalization.
- Maintain detailed records of all communications, submissions, and decisions related to the appeal process.
- Provide institutional guidance and training on navigating grant termination scenarios and appeals.
- Provide end-to-end proposal development support to faculty and PI’s, including budget creation, justifications, and compliance documentation.
- Interpret and apply federal regulations including Uniform Guidance (2 CFR 200) and agency-specific requirements.
- Ensure timely and compliant submission / re-submission of proposals through sponsor systems.
- Coordinate with PI’s and departments to ensure timely and accurate progress reports, financial reports, and closeout documentation.
- Work closely with finance, legal, compliance, and departmental staff to resolve issues throughout the grant lifecycle.
- Utilize Microsoft Word, Excel, PowerPoint, and Microsoft Teams to prepare reports, share information, and collaborate across teams; and work within institution-specific grant management systems
Required Skills:
- Bachelor’s degree required, advanced degree preferred.
- At least 5–7 years of progressively responsible research administration experience, including managing pre- and post-award functions.
- Demonstrated experience with federal funders including NIH, NSF, DHHS, DoD, DoE (Energy and Education), and others.
- Strong knowledge of Uniform Guidance (2 CFR 200) and sponsor-specific regulations.
- Experience responding to grant terminations and navigating the appeals process.
- Previous experience working in or with universities or academic medical centers.
- Excellent communication, organization, problem-solving, and stakeholder management skills.
- Ability to work independently and under pressure while managing multiple projects and deadlines.
- Must be able to thrive in a Fast-paced, collaborative setting.
- Occasional extended hours during high-volume periods (e.g., proposal deadlines, report due dates).
- Experience with Word, Excel, PowerPoint and information sharing platforms like Microsoft Teams.
PHYSICAL DEMANDS: Prolonged periods of sitting at a desk and working at a computer. Standing, walking, visual perception, talking and hearing. Lifting up to 20lbs.
