Job: Associate Director of Sponsored Programs

Department: HQ – Headquarters


Location: Washington, DC

Reporting to the Chief Operating Officer and directly leading a team of two, the Associate Director of Sponsored Programs works in partnership with grants administrators in the division business offices and administrative and development staff at HQ to promote and manage the portfolio of federal and non-federal grants. They will work with senior leadership to develop and implement a strategy to grow externally funded research across the three divisions, and oversee a structure that supports and guides scientific staff in locating external funding opportunities, assists in the preparation, coordination, and submission of proposals, and manages the administration of funded programs and research. The Associate Director serves as an expert for interpreting, explaining, and applying governmental research regulations. They will be responsible for providing training, implementing processes and policies, creating dashboard metrics, and building a high performing team that provides an enhanced level of customer service to Carnegie staff and external funders.


  • Partners with Chief Operating Office and division directors to develop strategy to identify and communicate funding opportunities, and increase proposal submissions, success rates, and externally funded research expenditures.
  • Develops organizational strategy to create, train and provide joint leadership of Grants Administrator roles at each division.
  • Clarifies appropriate support roles and responsibilities of Grants Management staff at HQ.
  • Ensures HQ and departmental grants management staff are trained (and certified where appropriate) on new guidance, agency specific changes, and best practice pre and post-award processes.
  • Coordinates with grants management staff to enter, review, and report grants information within the grants module of the accounting system.
  • Writes, implements, and maintains institution-wide policies and procedures. Develops internal guidance, checklists, and templates as needed.
  • Finalizes design and development of Sponsored Programs dashboard report.
  • Utilizes extensive knowledge of U.S. Federal Regulations, especially Uniform Guidance, and private donor requirements to ensure grants are compliant with donor terms and conditions.
  • Supports grants management training efforts for scientific staff and postdocs on the Uniform Guidance, agency/donor specific regulations, processes and procedures, and budget development.
  • Prepares the annual Indirect Cost Recovery (NICRA) submission for provisional and final rates and manage negotiations with Carnegie’s cognizant agency.
  • Assists the Director of Finance and the Controller with the required schedules and overall organization of Single Audit.
  • Partners with the Associate Director of IT to identify and implement new automated grants management system and integrate it with Carnegie’s financial systems.


  • Bachelor’s degree in science, business or a related field.
  • 10+ years of experience submitting scientific proposals and administering basic research grants from federal agencies (NSF, DOE, NIH, NASA, DOD, etc.).
  • 5+ years leading and management grants management staff.
  • Extensive knowledge of the Uniform Guidance, export control regulations, and compliance-related responsibilities including IRB processes and conflict of interest in research.
  • Experience composing and negotiating complex contracts and other agreements.
  • Experience with grants management technology and creation of sponsored programs dashboard metrics.
  • Ability to effectively communicate at all levels and with multiple
  • Independent thinker with strong customer service orientation and collaborative work style.
  • Attention to detail and strong organizational skills.
  • Ability to understand, interpret, and communicate policies and procedures.
  • Experience working in a research institution or academic setting and building collaborative relationships with scientific staff.
  • A passion for transformative change.


  • Master’s degree in business or scientific discipline
  • Experience writing or editing scientific proposals
  • Certification in Grants Management
  • Experience selecting and implementing new grants management systems


  • Strong proficiency with Excel
  • Advanced proficiency with PowerPoint for frequent training presentations

Compensation is competitive and will be commensurate with work experience and skills.

To apply for this position please submit a cover letter and resume. Only applications with both cover letters and resumes will be considered. No phone or email inquiries please.

All applicants will receive consideration of employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.