Pre-Award & System Support Specialist, Office of Sponsored Programs Administrative Services

Working Title: Pre-Award & System Support Specialist Office of Sponsored Programs - Administrative Services

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: Office of Sponsored Programs (OSP) - Financial Administration

Department: 539001 - Sponsored Programs Accounting

Pay Band:4

Pay Rate:Maximum Starting

Specify Range or Amount: $55000

Is this a JMU only positionNo

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

Is this a Conflict of Interest designated positionN/A

Beginning Review Date:6/10/2026

About JMU:

At James Madison University (JMU) were more than just a publicly funded institution were 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: Information:

With a customer service focus this position will be the primary contact in the Office of Sponsored Programs-Administrative Services for answering questions and providing guidance on the university sponsored programs application process while maintaining a high level of compliance with university federal state regulations. Additionally this position will provide regular support and maintenance on Cayuse and related systems while keeping training materials updated. This position will provide manage OSP-AS data including preparing reports for university all activities this position will maintain a high level of customer satisfaction acknowledging that faculty rarely embrace compliance or administrative issues.

Duties and Responsibilities:

Award Set-Up/Cross-Over Support Services including:
- Maintaining data integrity regarding pending proposals
- Reviewing and entering award and denial data into eRA systems
- Reviewing award documents and notifying PIs and other stakeholders of relevant terms and conditions to promote a culture of compliance
- Reviewing award documentation against proposals to identify any variances including engaging with sponsors as necessary to resolve identified issues
- Working with PIs grants specialists and other stakeholders to resolve variances particularly in the proposed and awarded budgets.
- Review award budgets to proactively identify any unallowable costs.
- In collaboration with OSP-AS leadership working with sub awardees as relevant when changes of scope and/or budgets are needed for award processing.
- Working with OSP-FA to ensure smooth completion of award set-up
- Working with new and outgoing faculty to ensure smooth award transfer

Post-Award Prior Approvals and Non-Financial Reporting including:
- Serve as a liaison between principal investigators administrative staff and sponsors to gather required documentation and clarify approval requirements; this particularly includes coordinating with OSP-FA to ensure accurate revised budgets are produced.
- Review and coordinate prior approval requests to ensure compliance with sponsor guidelines and institutional policies before submission.
- Prepare prior approval requests for review and submission by AORs ensuring accuracy completeness and timely processing.
- Monitor the status of all prior approval requests taking necessary action to ensure continuity of sponsored program activity.
- Track and notify PIs of the due date and status of sponsor-required technical and other reports.
- Assist PIs in the preparation of such reports as appropriate.
- As appropriate prepare reports for submission by AORs.

Technology and systems support including:

- Overseeing the smooth operation of JMUs Cayuse system. This includes among other tasks collaborating with IT on Cayuse application updates submitting and tracking work requests (both externally and internally) and maintaining the production and training Cayuse domains.
- Revising the Cayuse system as appropriate to capture appropriate data for reports and support a culture of compliance. Examples include building and/or maintaining appropriate forms on research security compliance with human/animal subjects research protections IP and export control regulations and similar.
- Provide regular updates on changes to sponsored programs technology systems (including Cayuse) to stakeholders including updating/developing necessary documentation.
- Develop and provide training (including documentation) on sponsored programs eRA systems for stakeholders.
- Respond to inquiries from stakeholders about sponsored program technology systems.
- Manage OSP-ASs website and other online presences for OSP-AS.
- Assist OSP-AS office staff PIs and other stakeholders with troubleshooting issues in eRA systems
- Update and verify data loads.
- Work with PIs grant specialists and other stakeholders to aid submissions including moving approved submissions from Cayuse

Data management and report preparation including:
- Developing and maintaining processes to ensure data integrity particularly within the Cayuse eRA system.
- Maintaining relevant data (e.g. submission rates award rates)
- Reconcile shadow systems for proposal identification and funding with data in Cayuse.
- Develop and provide reports on funding requests & awards including drafting the monthly sponsored programs report
- Assist with preparation of the JMUs annual sponsored programs report
- Assist with updating and maintaining office documentation templates and resources.
- Perform regular data integrity tasks to ensure data is appropriate stored and is auditable as well as ensuring the timely destruction of data according to university policy.
- In all work understand and maintain the confidentiality of the data and use it according to university policy state and federal law.

Compliance & Risk Management including:
- Working with OSP-AS leadership establish maintain review and update policies and procedures to ensure compliance with university sponsor state federal and international regulations.
- Conduct regular reviews and audits of sponsored projects to mitigate risks and address compliance issues.
- Through participation in relevant national and professional organizations maintain current knowledge of issues in research administration and communicate relevant changes or new requirements to stakeholders
- Prepare necessary reports and gather relevant documentation as appropriate to demonstrate compliance with university sponsor state federal and international regulations particularly as requested by sponsors.

Contribute to the Strategic Planning of OSP-AS including:
- Prepare correspondences on behalf of OSP-AS.
- Collaborate with OSP-AS leadership to develop and implement strategic plans to enhance sponsored programs activities aligned with the organizations mission and goals.
- Identify opportunities for growth and diversification of sponsored funding sources.
- Collaborate with OSP-AS leadership to align sponsored programs initiatives with institutional priorities.

Qualifications:

Required Qualifications:
Prior experience with Cayuse or other electronic research systems
Strong attention to detail and strong organizational skills
Ability to work independently and as part of a team in a fast-paced environment
Proficiency in multi-tasking and prioritizing assignments in a deadline-driven environment
Excellent written and verbal communication skills

Preferred Qualifications:
University and Sponsored Programs experience
Familiarity with the pre-award 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: .

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at or 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.