Greater Chicago Midwest HERC

Carnegie Mellon University is a private, global research university that stands among the world's most renowned education institutions. With ground-breaking brain science, path-breaking performances, creative start-ups, big data, big ambitions, hands-on learning, and a whole lot of robots, CMU doesn't imagine the future, we invent it. If you're passionate about joining a community that challenges the curious to deliver work that matters, your journey starts here!

The Office of the Vice President for Research (OVPR) at Carnegie Mellon University (CMU) is seeking an experienced Senior Award Management Specialist to join the team. OVPR has responsibility for nurturing interdisciplinary research initiatives at one of the nations' leading research institutions. OVPR provides overall research administration and policy for all colleges and schools, as well as the university's more than 100 centers and institutes. Working closely with deans, department heads, faculty, students and staff, the office provides an innovative and supportive research environment that spans all disciplines and campuses and assures that research activities are planned and conducted in accordance with regulations and University policy.

The Senior Specialist, Award Management Support independently manages complex sponsored research portfolios and serves as a trusted advisor to Principal Investigators (PIs), departmental finance partners, and central offices. This role ensures that sponsored awards are accurately represented, monitored, and maintained in the university's electronic systems (SPARCS, Oracle, HRS), and that post-award activity aligns with sponsor terms, institutional policy, and the overall financial integrity of the research portfolio.

This position provides advanced compliance oversight, proactively identifies financial and regulatory risks, and ensures that all activity associated with sponsored awards is appropriate, well-documented, and audit-ready. They provide quality assurance from a sponsored programs perspective on transactions performed by finance partners and play a key role in managing complex awards, mentoring staff, and strengthening award management practices across the team.

Core Responsibilities:

Sponsored Portfolio Stewardship & PI Partnership

• Serve as the primary post-award contact for complex PI portfolios, research centers, and multi-award environments.
• Independently manage high-value, high-risk, and multi-sponsor portfolios, ensuring awards are accurately established, tracked, and maintained in SPARCS/HRS/Oracle.
• Provide proactive guidance to PIs on portfolio health, including:
• Burn rate and spending trajectory,
• Award transitions and timelines
• Answer complex questions related to sponsored award status, allowability, remaining funds, and sponsor requirements.
• Coordinate with Business Managers and departmental finance roles to align sponsored activity with broader financial planning and staffing needs

Compliance Oversight & Risk Management

• Interpret complex sponsor terms and institutional policy across a wide range of award types, including federal, foundation, and industry-sponsored projects.
• Ensure compliance with effort commitments, cost share obligations, reporting requirements, subawards terms and sponsor specific restrictions.
• Proactively identify, assess, and mitigate risks related to spending patterns, documentation gaps, or compliance vulnerabilities.
• Escalate issues appropriately and lead resolution efforts in coordination with central offices and departmental leadership.

Advanced Transaction Oversight & Quality Assurance

• Provide advanced quality assurance review of financial activity impacting sponsored awards, including Payroll distributions, cost transfers, purchases and travel allocations
• Ensure all charges are allowable, allocable, consistent with award scope and sponsor terms.
• Support the development of consistent documentation standards and internal controls.

Subaward Management & Partner Coordination

• Oversee complex subaward portfolios and partner relationships.
• Review and approve subaward invoices, coordinating PI review/approval and ensuring compliance with sponsor requirements.
• Monitor subaward activity for risk indicators such as:
• Coordinate resolution with collaborators and central offices as needed.

Reporting & Closeout Leadership

• Ensure coordination and confirmation of non-financial progress report submissions for complex awards and centers.
• Lead closeout planning and execution for high-risk or high-value projects by:
• Ensure closeout activities are completed accurately, on time, and in alignment with sponsor and institutional requirements.

Mentorship, Customer Service, & Continuous Improvement

• Deliver high-quality, responsive customer service and serve as a trusted partner to faculty and research teams.
• Mentor Specialist-level staff through:

Adaptability, excellence, and passion are vital qualities within Carnegie Mellon University. We are in search of a team member who can effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.

Qualifications:

• Bachelor's degree required; advanced degree preferred. Relevant experience may substitute for formal education.
• Typically 5-7 years of progressively responsible experience in post-award administration, research administration, or award management.
• Demonstrated experience managing complex sponsored portfolios, including multi-sponsor and multi-partner awards.
• Proficiency with standard office software (e.g., Excel, Word). Experience with SPARCS, Oracle, HRS, or similar systems strongly preferred.
• Ability to work independently, manage multiple priorities, and meet deadlines in a fast-paced research environment.
• A combination of education and meaningful experience from which comparable knowledge is proven may be considered.

Requirements:

• Successful background check

Joining the CMU team opens the door to an array of exceptional benefits.

Benefits eligible employees enjoy a wide array of benefits including comprehensive medical, prescription, dental, and vision insurance as well as a generous retirement savings program with employer contributions. Unlock your potential with tuition benefits, take well-deserved breaks with ample paid time off and observed holidays, and rest easy with life and accidental death and disability insurance.

Additional perks include a free Pittsburgh Regional Transit bus pass, access to our Family Concierge Team to help navigate childcare needs, fitness center access, and much more!

For a comprehensive overview of the benefits available, explore our Benefits page.

At Carnegie Mellon, we value the whole package when extending offers of employment. Beyond credentials, we evaluate the role and responsibilities, your valuable work experience, and the knowledge gained through education and training. We appreciate your unique skills and the perspective you bring. Your journey with us is about more than just a job; it's about finding the perfect fit for your professional growth and personal aspirations.

Are you interested in an exciting opportunity with an exceptional organization?! Apply today!

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