Administrative Specialist - Research Grant Administrator

Veterans Affairs, Veterans Health Administration

Job Description


The primary purpose of this position, located within the Research and Development Service at the Washington DC Veterans Affairs Medical Center, is to provide effective administration guidance and to analyze and resolve problems in sponsored research projects.


Review particular terms of all research awards and monitors execution to ensure compliance with planned budget and legal/technical/regulatory constraints;

Review requests for funds and reimbursements, track commitments, obligations and expenditures and advise on project budget status;

Analyze findings and makes recommendations for needed adjustments;

Reconcile research award budgets on a monthly basis;

Conduct detailed analyses of complex functions and work processes;

Provide monthly summary report of account activity;

Perform/coordinate audit reports and prepare annual financial report;

Receive and record all research awards from external sponsors;

Coordinate with research project coordinators on accepting awards from private sector sponsors;

Prepare and implement post-award revisions, re-budgeting and no-cost extensions;

Manage the retention of research award records;

Assist in all aspects of managing research grants;

Develop and implement procedures for the planning, budgeting, accounting, reporting, and managing of financial operations of sponsored research activities;

Identify and compile data required for use in the management, oversight, and direction of research programs;

Analyze new or proposed legislation or regulations to determine impact on research programs, their operations and procedures, and oversight management; and

Perform all other duties as assigned.

Work Schedule: Monday thru Friday, 8:30am - 5:00pm

Recruitment & Relocation Incentives: Not authorized

Financial Disclosure Report: Not Required


Conditions of Employment


This position includes a Selective Placement Factor (skill, knowledge, ability or other worker characteristic basic to - and essential for - satisfactory performance of the job). Selective Placement Factors are a prerequisite to appointment and represent minimum requirements for a position. Applicants who do not meet it are ineligible for further consideration.

The Selective Placement Factors for this position are : Must have experience managing grant submissions using online grant submission programs. Must have experience formatting and modifying grant packages and applications to meet the mandatory formats and word limits. Must have fiscal management experience managing grant funds. To qualify for this position at the GS-11 grade level, applicants must meet one of the following: Experience: You must have at least one (1) full year of specialized experience equivalent to at least the next lower grade level (GS-9) in the Federal Service that has given you the particular knowledge, skills and abilities required to successfully perform the duties of an Administrative Specialist - Research Grant Administrator, and that is typically in or related to the work of the position to be filled. Specialized experience includes experience in a medical/clinical research environment overseeing sponsored research administrative requirements and processes; experience managing the administrative needs of research laboratories and their investigators and the requirements in dealing with research funds; performing grant distribution and accountability reviews; utilizing knowledge of rules, regulations, etc. when executing sponsored research projects; and developing/implementing specific reporting and monitoring of procedures to ensure administrative oversight over research project execution. NOTE: Experience must be fully documented on your resume and must include job title, duties, month and year start/end dates AND hours worked per week.


Education: Successful completion of a Ph.D. or equivalent doctoral degree or 3 full years of progressively higher-level graduate education leading to such a degree from an accredited college or university. Such education must be directly related to the work of the Administrative Specialist - Research Grant Administrator position and demonstrate the knowledge, skills, and abilities necessary to do the work. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation.


Combination: Equivalent combination of successfully completed graduate level education (beyond the second year) and specialized experience, as described above, which may be used to meet total experience requirements for this grade level. The education portion must include graduate courses directly related to the work of the position and demonstrate the knowledge, skills, and abilities necessary to do the work and must have been obtained in an accredited college or university. NOTE: Transcripts (unofficial or official) must be submitted with your application materials. Education cannot be credited without documentation. You will be rated on the following Competencies as part of the assessment questionnaire for this position:

Administration and ManagementBudget AdministrationComplianceGrants Management IMPORTANT: A full year of work is considered to be 35-40 hours of work per week. All experience listed on your resume must include the month and year start/end dates. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religious; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at


IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. NOTE: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit:

Additional Information

Physical Requirements: The work is sedentary in nature and performed in an office environment. The work requires sitting, walking and standing. The employee regularly lifts files and data reports weighing less than 10 pounds. Work Environment: The work is performed in a typical office setting. Occasional travel may be required Receiving Service Credit for Earning Annual (Vacation) Leave: Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee. VA may offer newly-appointed Federal employee's credit for their job-related non-federal experience or active duty uniformed military service. This credited service can be used in determining the rate at which they earn annual leave. Such credit must be requested and approved prior to the appointment date and is not guaranteed. Special Employment Consideration: VA encourages persons with disabilities to apply, including those eligible for hiring under 5 CFR 213.3102(u), Schedule A, Appointment of persons with disabilities (i.e., intellectual disabilities, severe physical disabilities, or psychiatric disabilities), and/or disabled veterans with a compensable service-connected disability of 30% or more. For more information on how to apply using this appointment authority via the Selective Placement Coordinator within the office, contact the facility Human Resources Department at (202) 745-8000. It is the policy of the VA to not deny employment to those that have faced financial hardships or periods of unemployment. Veterans and Transitioning Service Members: Please visit the VA for Vets site for career-search tools for Veterans seeking employment at VA, career development services for our existing Veterans, and coaching and reintegration support for military service members. The Interagency Career Transition Assistance Plan (ICTAP) and Career Transition Assistance Plan (CTAP) provide eligible displaced Federal competitive service employees with selection priority over other candidates for competitive service vacancies. To be qualified you must submit appropriate documentation and be found well-qualified (have a final rating of 85 or more before any Veterans preference points) for this vacancy. Information about ICTAP and CTAP eligibility is on OPM's Career Transition Resources website at This job opportunity announcement may be used to fill additional vacancies. If you are unable to apply online view the following link for information regarding an Alternate Application.

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