Administrative Services Manager

Bhupendra.Chopade@generistek.com

• Review NOFO, NOA, and FOA requirements, including evaluation criteria, attachments, formatting rules, and submission methods.
• Create and maintain application timelines, checklists, SharePoint folder structure, and version control.
• Schedule and facilitate application kickoff meetings with program leadership and contributors.
• Track action items, follow up on missing components, and manage draft-to-final progression.
• Coordinate budget development, budget justification, and alignment with allowable costs.
• Compile narrative sections, required attachments, and certifications; perform final quality checks for completeness, formatting, naming conventions, and consistency.
• Review/enter application information into the appropriate submission platform, coordinate submission logistics.

• Review award terms and conditions and document key requirements such as budget period, reporting cadence, restrictions, match, carryover, and prior approvals.
• Meet with program leadership to discuss NOA terms and startup needs.
• Communicate budget structure, cost restrictions, and reporting expectations to program staff.
• Prepare and submit expansion requests when new funding requires formal or informal permission to accept or implement.
• Track post-award decisions and maintain documentation for audit readiness.
• Ensure internal partners have the information needed to initiate compliant actions, including contracts, procurements, travel, staffing changes, and approvals.

• Purpose: Keep expenditures aligned to approved budgets and allowable cost rules, reduce discrepancies, strengthen audit readiness, and support accurate forecasting and decision-making.
• Build and maintain monthly expenditure reports and budget projections.
• Analyze staffing patterns to support accurate personnel cost forecasting.
• Identify discrepancies early and coordinate corrections through the appropriate process, including journal vouchers when needed.
• Track correction status to completion and document the resolution.
• Review order forms for programmatic and laboratory supplies, equipment, or invoice approval as assigned.
• Pull reports, compile existing budgets, and locate current scopes, budgets, and contract documentation.

• Own the reporting calendar, including due dates, internal deadlines, dependencies, and follow-up items.
• Compile performance metrics, such as quarterly reports, with program in the appropriate platform.
• Compile financial metrics, including spending, variances, and projections, with fiscal partners.
• Submit reports through the required portal or system and retain confirmation documentation and final versions.
• Manage funder follow-up questions, revisions, and corrective actions.
• Confirm final expenditures, invoices, contract closeouts, and outstanding obligations.
• Submit closeout packages by deadline and archive complete audit-ready closeout files, including lessons learned and carryover or no-cost extension needs.

• Attend federal agency check-in meetings and provide status updates, risks, accomplishments, and upcoming milestones.
• Lead monthly expenditure report meetings covering spenddown, staffing costs, contract expenditures, projections, and risks.
• Prepare meeting materials, document action items and deadlines, and follow up to completion.
• Maintain strong communication with program leadership and CEDEP business functions, including contracts, fiscal, compliance, and procurement.
• Proactively escalate risks that could affect allowability, deadlines, spending pace, or program deliverables.
• Provide general administrative support, including drafting letters and routing signature requests.
• Respond to fiscal, legislative, and oversight requests by compiling accurate, supportable data and maintaining an audit trail.

• Experience with grant application development, grant management, budgeting, accounting, or contract management.
• Experience interpreting federal funding requirements, grant awards, reporting instructions, or fiscal guidance.
• Strong Excel skills, including the ability to maintain expenditure reports, analyze variances, and support projections.
• Experience coordinating work across program, fiscal, procurement, and leadership stakeholders.
• Strong written and verbal communication skills, including the ability to communicate clearly with internal teams, external partners, and leadership.
• Strong MS Office skills, including Excel, Outlook, Word, and PowerPoint.
• Ability to manage multiple priorities, track deadlines, follow up consistently, and maintain accurate records.
• Ability to work independently, exercise sound judgment, and complete assignments with minimal revision.

Bhupendra.Chopade@generistek.com