Job Location:
Charlottesville, VA

The University of Virginia (UVA) Department of Molecular Physics & Biophysics is seeking applicants for a Grants & Contracts Specialist with experience analyzing, reviewing and negotiating agreements on behalf of the institution. This role provides advanced contracting services and expert advice to UVA’s academic and research community.

Grants and Contracts Specialists perform pre-award, post-award or a combination of grants and contracts job duties in response to specific proposal guidelines or terms and conditions. They may function in a central unit, school, department, division, institute, or center. They manage the submission process for grant proposals or the reconciliation and administration of the award, or both. In certain circumstances, Grants and Contracts Specialists may assume a range of other duties on behalf of their organization, however they are distinguished by their specialty knowledge of the grants process, and their participation in the administration of grant funding for the unit.

This position is eligible for on-site, remote or hybrid work.


  • Prepare and manage numerous proposal submissions, including filling out forms, preparing letters, uploading proposal documents into sponsor portals, mailing proposal hardcopies, and interpreting guidelines for the Principal Investigator.

  • Create monthly account reconciliations for multiple awards, handle labor scheduling, process vendor invoices for multiple awards, and perform cost transfers.

  • Prepare funding reports, final invention statements, and progress reports and provide guidance to researchers completing grant applications.

  • Assist with the preparation of budgets, budget justifications, revisions, monitoring, identifying budget resources, and authorizing grants and contract accounting.

  • Approve purchases and expenditures or maintain and reconcile accounting records.

  • Ensure compliance with terms and conditions of contracts relating to effort reporting, expenditures, and personnel actions.

  • Provide information on policy and procedure interpretation, new regulations, and new processes to faculty, staff, and external sponsors.

  • In addition to the above job responsibilities, other duties may be assigned.


Education: Associate's degree
Experience: At least two years of grant and contract experience. Two additional years of experience may be accepted in lieu of degree.

Must have workday financials experience
Licensure: None

To Apply:

Please apply through Workday, and search for ”R0048169.” Internal applicants must apply through their UVA Workday profile.  Complete an application online with the following documents: 

  • Resume

  • Cover letter 

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration. 

The selected applicant will be required to complete a background check prior to their first day of employment per University policy.

References will be completed via UVA’s standardized process SkillSurvey. A total of five references will be requested via SkillSurvey during the final phase of the interview process. A minimum of three is required.

For information regarding the position or the application process, please contact Eric Allen @ uth9qh@virginia.edu.


This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

COVID Vaccination Requirement and Guidelines

Please visit the UVA COVID-19 Job Requirements and Guidelines webpage prior to applying for current information regarding vaccination requirements and guidelines for employment at UVA.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff.  We believe diversity is excellence expressing itself through every person's perspectives and lived experiences.  We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.