The Office of Sponsored Programs (OSP) is a division of the Office of the Vice President for Research and Innovation at Virginia Tech. OSP provides a comprehensive array of administrative support services to the university to help faculty and staff obtain and manage grants and contracts from external sponsors who provide the funding for the university's research projects. OSP functions as a steward of Virginia Tech's research portfolio and is responsible for ensuring that all research proposals and projects comply with federal and state laws and regulations, the sponsor's policies and terms and conditions and university policies and procedures.
We are seeking two detail-oriented OSP support specialists, one will support the Grant/Contract Management team, and the other will support the Financial Management team. Please see the below descriptions for more details.
The associate of the Grant/Contract Management team is responsible for the programmatic, non-financial management of awarded sponsored research projects encompassing project management, contract modifications, and closeouts.
The position will be assigned tasks involving
-Monitoring/managing email inboxes,
-Logging incoming invoices on tracking spreadsheet,
-Reviewing/organizing monthly reports and sending out email notifications to departments,
-Assisting with project closeout; final reporting, financial reconciliation, and termination of project accounts in the financial system
-Preparation of accounting journal entries,
-Completing calculations of indirect/overhead,
-Other assignments as needed
The associate of the Financial Management team serves as part of a team responsible for billing, financial reporting, receivable/collection, and fiscal closeout of research awards in accordance with sponsored award requirements.
Responsibilities include review of financial terms and invoicing requirements of award documents in order to prepare accurate invoices and financial reports in accordance with University and sponsor requirements. Review of monthly transactions to ensure compliance with award terms. Fiscal reconciliation for award closeout and final invoice submission. Account receivable management to ensure accurate application and receipt of payments. Use of University Banner applications to generate invoices as well as various online sponsor invoicing systems for submission of invoices and reports.
The positions will use tools such as Virginia Tech’s Banner Finance system, My Journal system, Hokiemart, and several in-house systems as well as Microsoft Office Suite (Excel, Outlook, and Word) and Adobe to perform daily tasks.