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Associate Director of Finance, WIoT

Apply now Job no: 508695
Position Type: Staff
Location: Boston Main Campus
Categories: Provost’s Office

About Northeastern:

Founded in 1898, Northeastern is a global research university and the recognized leader in experience-driven lifelong learning. Our world-renowned experiential approach empowers our students, faculty, alumni, and partners to create impact far beyond the confines of discipline, degree, and campus.

Our locations—in Boston; Charlotte, North Carolina; London; Portland, Maine; San Francisco; Seattle; Silicon Valley; Toronto; Vancouver; and the Massachusetts communities of Burlington and Nahant—are nodes in our growing global university system. Through this network, we expand opportunities for flexible, student-centered learning and collaborative, solutions-focused research.

Northeastern’s comprehensive array of undergraduate and graduate programs— in a variety of on-campus and online formats—lead to degrees through the doctorate in nine colleges and schools. Among these, we offer more than 195 multi-discipline majors and degrees designed to prepare students for purposeful lives and careers.


The Associate Director Finance will, under the direction of the Institute Director, manage a full sponsored research post-award portfolio including oversight and management of financial policy, compliance and reporting issues that arise during the life of the award. Post-award responsibilities involve the administration of research projects to ensure they operate within financial limitations as well as their compliance with legal, sponsor and Institute policies and procedures. This position also supports the development and implementation of research business practices that establish effective and efficient administrative operations. Essential responsibilities of the job (Pre Award Administration): Manages the pre-award aspects of sponsored projects administration for major programs by serving as the front-line guide and support for faculty and staff regarding pre-award grants and contracts management. This position reports to the WIoT Institute Director.

Works independently to assist and advise faculty and staff on all aspects of pre-award sponsored project proposal development including budget development, budget justification, notification of continuation and renewal due dates, preparation of standard language for various non-scientific portions of applications, dissemination of Notices of Award with accompanying explanation of terms and conditions, and identification and dissemination of funding opportunities/sources. Presents clear and concise interpretation of policies, regulations, and guidelines to faculty, staff, administrators and others and communicates proactively about proposal submission management issues to ensure information flow is fully transparent, open, and timely. Stays abreast of sponsors' rules, regulations and policy changes. Disseminates information about changes in NIH and other sponsor forms, guidelines, requirements, rules, etc. and provides formal and informal training for faculty and staff. Coaches faculty and staff about effective pre-award management of federal and non-federal grants and contract proposals. Develops resources to aid faculty and staff in their response to RFPs and performance of federal contracts. Ensures research grant operational compliance with Institute policies and external legal and administrative regulations. Assists investigators and fellows in their compliance with all pre-award administrative responsibilities. Guides investigators and fellows to appropriate committees for protocol or other approvals needed. Provides institutional oversight on grant applications, award and subcontract acceptance, and sub-contracts issuance. Works with Technology Transfer to monitor the requirements of incoming awards, material transfers, and license agreements, ensuring review of documents terms and conditions by designated institution official. Participates in developing and implementing policies and procedures to ensure compliance with sponsor rules, regulations, and generally accepted accounting procedures. Maintains departmental databases for the Pre-Award Work plan, grants, incoming and outgoing subcontracts, just-in-time requests, and all other aspects of sponsored projects pre-award administration and provides appropriate documentation to colleagues. Ensures timely and accurate updating of proposal and award databases and conducts quality control checks. Communicates with sponsors/assists faculty in communicating with sponsors, collaborators and others about the conduct of sponsored projects. Works with investigators to request sponsor authorization as necessary on changes in principal investigator, scope or work, key personnel, key personnel effort, performance site, proposed funding period; or no-cost extension requests. Prepares and validates just-in-time documentation or other information required for sponsors' grant application processing and award issuance. As assigned by the Institute Director, provides specialized management to specific research programs. Coordinates the timely processing of membership agreements with collaborating members and ensure that any associated documentation is complete. Essential Responsibilities of the Job (Post Award Administration): Act as primary post-award service contact for Principal Investigators, department administrators and Sponsors. Manage the finances of the sponsored projects for assigned core faculty. Conducts timely financial analysis, reporting, by providing PIs financial summaries and reports in a spreadsheet format that is easily understood by the lay reader. Assist with review, planning and approvals for subcontracts/awards from the appropriate authorizing official. Perform post-award administrative activities to ensure that all awards, subcontracts with collaborating institutions, and modifications to them, reflect the institutional interest and are compatible with institutional policies and procedures. Interpret complex terms and conditions and apply understanding of federal regulations in order to perform quality control checks on new awards and modifications. Capture essential reporting requirements, schedules/reviews financial and non-financial reports. Stay current on all regulations and requirements regarding federal and other sponsored grant activity. Remain abreast of current trends, practices, regulatory and/or policy changes of granting entities, which may impact internal processes or programs. Provide continuing education to post award staff on external regulations. Interfaces regularly with the Post and Pre award staff in the College of Engineering as well as Central Northeastern Research Administration office. Ensure all regulatory trainings and approvals are met before and after all grant submissions and awards are made.


A bachelor's degree is required, as is a minimum of 4-6 years of research administration experience directly, both pre and post award. A strong customer service focus is required. Familiarity with overall federal grant administration is desired. Candidate must have accounting and finance knowledge and be able to work with budgets; have excellent verbal and written communication skills, strong organizational, prioritization and time management skills, including the ability to manage multiple projects and complete tasks for the Institute Director and core institute members. A strong attention to detail, customer service oriented, initiative, flexibility and the ability to work independently and as a member of a team are required. Successful candidate must stay current with all new and existing regulatory requirements and institutional policies/procedures and keep faculty PIs and department leadership informed of changes. Due to the amount of personal and financial information involved, the Associate Director must have the aptitude for treating sensitive information related to salaries, institute finances and science in a confidential and professional manner. Advanced experience with MS Office and Adobe Professional and the ability to learn new software programs and techniques quickly is essential.


Salary Grade:


Additional Information:


Northeastern University is an equal opportunity employer, seeking to recruit and support a broadly diverse community of faculty and staff.  Northeastern values and celebrates diversity in all its forms and strives to foster an inclusive culture built on respect that affirms inter-group relations and builds cohesion. 

All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other  characteristic protected by applicable law.

To learn more about Northeastern University’s commitment and support of diversity and inclusion, please see

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