Edtech.com's Summary

James Madison University (JMU) is hiring a Post Award and System Support Specialist. This role manages post-award analysis and monitoring for sponsored projects, ensuring compliance with university, federal, and state regulations. The specialist supports award lifecycle management, financial monitoring, system administration, and collaboration with principal investigators and administrative units to maintain sponsor and institutional requirements.

Highlights

Assist with initiating, modifying, and closing sponsored program awards.
Monitor project budgets, indirect costs, cost sharing, and compliance with regulations.
Maintain and support electronic research administration (eRA) systems and user accounts.
Serve as liaison between principal investigators, unit administrators, finance, and IT teams.
Track and document reports, deliverables, audits, and financial reconciliations.
Review and approve subaward contracts, invoices, and expenditures.
Prepare and submit financial reports and assist with forecasting award expenditures.
Required skills include knowledge of eRA systems, federal/state grant regulations, and strong communication and organizational abilities.
Salary starts up to $55,000; full-time grant-funded position within the Office of Sponsored Programs.
Preferred qualifications include experience in university sponsored programs, familiarity with post-award processes, and knowledge of Uniform Guidance (2 CFR 200).

Post Award and System Support Specialist Full Description

Working Title:Post Award and System Support Specialist

State Role Title: Financial Services Specialist I

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Vice President - REDI

Department:539001 - Sponsored Programs Accounting

Pay Rate: Maximum Starting

Specify Range or Amount:$55,000

Is this a JMU only position? No

Is this a grant-funded position? Yes. This is a grant-funded position and is contingent upon continued funding.

Is this a Conflict of Interest designated position? No

Beginning Review Date: 11/11/2025

About JMU:

At James Madison University (JMU), we’re more than just a publicly funded institution — we’re a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?
We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
• Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
• Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
• Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
• Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
• Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change — and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

JMU’s Office of Sponsored Programs is searching for a Post Award and System Support Specialist. With a customer service focus, this position supports 'post award' analysis and monitoring functions for sponsored projects maintaining compliance with university, federal, state regulations in accordance with American Institute of Certified Public Accounts generally accepted accounting policies and procedures. Support sponsored program awards management by analyzing/verifying compliance with applicable regulations. Ensure project budgets, indirect cost charges, cost sharing obligations, and university legal liabilities are meeting established guidelines. Maintain high level of customer satisfaction acknowledging that Principal Investigators rarely embrace compliance, administrative, or accounting issues.

Duties and Responsibilities:

Office of Sponsored Programs Financial Administration
Award Lifecycle Management
• Assist in initiating, modifying, and closing out sponsored programs.
• Track receipt of required reports and deliverables.
Communication and Coordination
• Serve as a liaison between principal investigator (PI), unit administrators, and central offices (e.g., Sponsored Financial Services).
• Notify relevant parties when issues arise and coordinate resolution efforts.
Documentation and Recordkeeping
• Maintain thorough documentation of all monitoring activities, including communications, invoice reviews, and audit follow-ups.
• Ensure records are audit-ready and compliant with institutional and sponsor requirements.

Post-Award Administration Support
• Assist with the setup and management of awarded grants and contracts in the institution’s electronic research administration (eRA) systems.
• Ensure accurate entry of award data, including budgets, timelines, and compliance requirements.

Systems and Data Management
• Maintain user accounts and permissions in eRA systems.
• Troubleshoot system issues and support users (e.g., principal investigators, department staff) in navigating eRA platforms.
• Help ensure data integrity and consistency across systems.

General Administrative Support
• Archive closed award files.
• Support the post-award team with tasks like calculating staff costs, updating procedures, and managing correspondence.
• Reconciliation of SPFA departments and SPCC. Purchasing of departmental supplies.

Communication and Coordination
• Serve as a liaison between research staff, finance, and IT teams.
• Respond to inquiries related to post-award processes and system functionality.
• Help coordinate training or documentation for system users.
• Work in collaboration with REDI senior leadership to support the recognition of recipients of external funding.

College of Education Post-Award Financial Management
Award Setup and Budget Management
• Establish award accounts in financial systems with correct billing, reporting, and cost-sharing parameters.
• Review and adjust budgets based on sponsor changes while maintaining scope of work.
• Assist with budget revisions, transfers, and modifications throughout the award lifecycle.

Financial Monitoring and Reporting
• Monitor and reconcile expenditures to ensure allowability, allocability, and reasonableness.
• Prevent over-expenditures and ensure spending aligns with sponsor and university policies.
• Prepare and submit financial reports to sponsors as required.
• Project and forecast future award expenditures.

Compliance and Documentation
• Ensure compliance with federal, state, university, and sponsor regulations.
• Track cost share commitments and ensure documentation is complete.
• Monitor programmatic compliance and assist with effort certification processes.
• Maintain accurate records for audits and reporting.

Subaward and Procurement Oversight
• Establish and manage subaward contracts and purchase orders.
• Confirm subrecipient performance and deliverables.
• Review and approve invoices and expenditures related to subawards and sponsored activities.

Principal Investigator (PI) Support
• Serve as a liaison between PIs, department staff, and central research offices.
• Provide guidance on allowable costs, budget management, and reporting requirements.
• Assist with non-financial report submissions and sponsor communications.

Award Closeout
• Initiate and manage the closeout process, ensuring all financial and technical requirements are met.
• Assist with final expenditure reviews and equipment transfers as needed.

Qualifications:

Required Qualifications:
• Understanding of eRA systems.
• Demonstrated knowledge of Federal and State laws and regulations concerning grants, contracts, or contract law.
• Ability to interpret and apply State, Federal, and University regulations and policies effectively.
• Highly developed time-management, problem resolution, organizational skills, and attention to detail.
• Excellent written and verbal communication skills.
• Ability to reconcile differing viewpoints.
• Proficiency in multi-tasking and prioritizing assignments in a deadline-driven environment.
• Demonstrated initiative and resourcefulness.
• Capability to work independently or as part of a team.

Preferred Qualifications:
• University and Sponsored Programs experience
• Familiarity with the post-award proposal process
• Knowledge of the Uniform Guidance (2 CFR 200)
• Ability to use multiple software systems

Additional Posting Information:

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.

Original Job Description