Job Title:                    Sponsored Research Post Award Specialist

Reports to:                 Director, Sponsored Research Development

Classification:            Administrative Staff, Exempt,

Compensation:           Commensurate with experience


Position Description:

Under the general direction of the Santa Fe Institute (SFI) Director, Sponsored Research Development, and as a member of the Vice President for Science (VPS) team, the Sponsored Research Post Award Specialist provides post-award administrative and analytic grant development and support for research, education, and outreach sponsored programs. The position provides support in the administration of grant awards and sub-awards, grant reporting, sub-recipient monitoring, effort reporting, responsible conduct of research, and closeout activities of international federal, state, local and private foundation sponsors. The Sponsored Research Post Award Specialist serves as an Authorized Organizational Representative for submission of documentation to sponsors. Responsible for issuance and monitoring of sub-awards under SFI prime grants. The incumbent is expected to work independently with general supervision.  Works collaboratively with the entire SRO/VPS team, including providing pre-award grant proposal development and backup support as needed.


Job Responsibilities

A. Post-Award Administration:

1.     Learns and utilizes various sponsor portals for proposal submission, proposal updates, post-award administration, and reporting.

2.     Administers grants for SFI research, education, and outreach programs to ensure compliance with international, federal, state, and local policies and regulations, private foundation requirements, and SFI policies and procedures.

3.     Reviews grant financial status reports prepared by Finance on a regular basis and ensures that grants are being spent in accordance with approved budgets and timelines. Works with faculty to address any issues that arise in connection with budgetary scope and timelines and to ensure necessary adjustments are made.

4.     Manages submission of re-budgeting requests, revisions to the scope of work, changes in personnel, no-cost time extensions, and supplemental funding requests to funding sponsors, on behalf of researchers.

5.     Issues sub-awards under SFI prime grants, negotiating as necessary with sub-awardee institutions, and conducts necessary reviews for sub-recipient monitoring including risk assessments. Responsible for timely Federal Funding Accountability and Transparency Act (FFATA) System reporting of sub-awards and any sub-award amendments through the FFATA Subaward Reporting System at

6.     Monitors sub-awards, in conjunction with the prime grant principal investigator and finance department, to assure that an appropriate scope of work is conducted to reach milestones and to ensure the timely submission of narrative and financial reports.

7.     Oversees the SFI Federal Effort Reporting Procedure; Prepares and reviews effort certification forms two times per year with principal investigators. Ensures effort certification reports are reviewed, certified, and processed in a timely manner.

8.     Enters due dates and creates report notifications and email templates in the Cayuse Grants system for Technical and Financial Reports.  These notifications are sent to the Manager for the Office of VPS to distribute to PIs.  Works with the Manager for the Office of VPS to assure reminders are sent to researchers and staff.

9.     In collaboration with the SFI Sponsored Research Pre-Award Specialist, maintains sponsored research data on awarded grants for record-keeping purposes and to produce activity and funding trends reports which cover awards, proposal pipeline and effort reports, primarily using the Cayuse Grants software system as appropriate.

10.  Reviews reporting materials prepared by researchers for completeness and accuracy and ensures submission to meet deadlines, with support from the Manager for the Office of VPS as needed.

B. Policies and Procedures Development/Implementation:

1.     Recommends policies and implements standard operating procedures to ensure compliance with sponsor rules and regulations.

2.     Advises faculty and researchers on sponsor policies and procedures and the rules and regulations of SFI, and policies and procedures as they apply to post-award management.

3.     Monitors sponsor policy changes and new regulations impacting the Institute and individual grants and disseminates information on these changes as appropriate to researchers, the finance office, human resources, and other offices.

4.     Advises and assists the Sponsored Research Development Director in the development of new Grant Management policies and procedures as necessary to meet sponsor/funding agency and SFI requirements.

C. Other Activities:

1.     Serves as one of SFI’s Authorized Organizational Representatives for submission revisions, grant proposals to, and acceptance of awards from federal agencies and private foundations in accordance with the incumbent’s Delegation of Authority.

2.     Works with other administrative staff, particularly SRO Pre Award Specialist and the Manager, Office of VPS, in a team environment that requires close cooperation, adaptability, initiative in completing tasks, and backup support where needed.

3.     Participates in regular training opportunities to remain up-to-date with federal and other sponsor regulations and research administration trends and best practices. Attend annual sponsored research professional conferences such as the Cayuse Annual Meeting, National Council of University Research Administrators, and the Association of Independent Research Institutes.

4.     Handles other tasks and special projects as assigned by the VPS and Director, Sponsored Research Development.


Job Requirements

Undergraduate college degree strongly preferred, with some familiarity with mathematical and scientific terminology, or related equivalent combination of education and professional-level work experience.

Experience in government and private foundation proposal preparation and post-award administration with research and education programs is strongly preferred. Demonstrated experience making independent decisions, researching, analyzing, and solving problems.  Demonstrated experience organizing and prioritizing tasks, taking initiative, coordinating and assuming responsibility for projects including following through to completion and balancing the needs of multiple clients.  Demonstrated experience working effectively under pressure of deadlines, frequent interruptions, and changing and competing priorities.  Ability to develop new systems or procedures to resolve problems and facilitate workflow.  Excellent interpersonal skills and proven experience working both independently and as an effective team member.  Extensive experience interacting effectively with all levels of employees, including executive staff, early to late-career researchers as well as officials from external organizations.

Familiarity with electronic mail; electronic transfer of files; the World Wide Web; electronic proposal submission systems such as NSF’s Fastlane,, and; and spreadsheets. Excellent oral and written communication skills, including proofreading, grammar, spelling, punctuation, accuracy, and attention to detail. Discretion in dealing with sensitive and confidential information.

Other skills include experience using Cayuse Grants or similar Research Administration software; Microsoft Word; and Excel or other spreadsheet software. Experience with a compilation of documents and tracking of projects.


To apply, e-mail PDFs of the following: 1) a short statement of interest, 2) your CV, and 3) a list of three references to Please note in your subject line that you are responding to the “Sponsored Research Post Award Specialist position for the Santa Fe Institute." 


The Santa Fe Institute is an Equal Opportunity Employer. We actively seek and encourage applications from minorities, women, and people with disabilities