Associate Director, Office of Scholarship & Sponsored Projects

PACIFIC UNIVERSITY • , OR

1d • Onsite

About The Position

The Associate Director of the Office of Scholarship & Sponsored Projects (OSSP) is a senior-level administrative position responsible for managing and executing one of the two core functional areas of the office — either Sponsored Projects Administration or Research Integrity & Compliance — while also supporting the overall operations and leadership of OSSP. This position exists to ensure sustained depth of expertise in a critical research administration specialty area, to serve as operational lead in that domain, and to provide continuity of leadership in OSSP. Together with the Director, the Associate Director ensures that both specialty areas are fully and robustly covered at all times. Note on Expertise Pathways: One of the two OSSP leadership positions (Director or Associate Director) will hold expertise in Sponsored Projects Administration; the other will hold expertise in Research Integrity & Compliance. The individual with Research Integrity & Compliance expertise serves as the university's designated Research Integrity Officer (RIO), regardless of title.

Requirements

• Bachelor's degree required with substantial equivalent experience.
• Minimum of 5 years of related professional experience in research administration, research compliance, or sponsored projects in a higher education or comparable environment, with a demonstrated track record of leadership in the applicable specialty area.
• Experience working with federal agencies and regulations applicable to their specialty area.
• Familiarity with OMB Uniform Guidance, FERPA, and other relevant higher education and research administration regulations.
• Excellent written and verbal communication with a broad and diverse audience in a culturally responsive manner.
• Ability to maintain confidential, detailed records.
• Proficient in the use of common office software, spreadsheets, email, databases, electronic platforms, and research administration systems (e.g., IRBNet, NIH’s eRA Commons systems, Grants.gov, NSF’s Research.gov).
• Demonstrated ability to work collaboratively with people in a wide range of roles and from diverse backgrounds.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Ability to build and sustain rich collaborative relationships with university staff, students, and university partners of diverse backgrounds.
• Ability to prioritize and perform multiple projects, track data, meet timelines, and work both independently and as a collaborative member of the University with a high standard of integrity and ethics.
• Able to make independent decisions and recommendations that align with policies, rules, and procedures; ability to ask questions and seek assistance when needed.
• Strong leadership and collaborative skills; ability to lead programs and work effectively with faculty, staff, students, and external agencies.

Nice To Haves

• Advanced degree (master's or equivalent) from an accredited institution.
• Professional certification in specialty area (e.g., Certified Research Administrator [CRA], Certified IRB Professional [CIP], Certified Professional in IACUC Administration [CPIA]).
• Experience in the complementary specialty area (sponsored projects or research integrity & compliance).
• Experience supervising staff in a research administration context.
• Demonstrated understanding of diversity, equity, and inclusion issues in higher education research.
• Experience supporting student research programs.
• Familiarity with research administration portals (Grants.gov, NSF Research.gov, eRA Commons, IRBNet).

Responsibilities

• Manages the full lifecycle of sponsored grants and contracts, including pre-award development, award management, and non-financial post-award compliance for sponsored research, scholarly, and creative works and government grants.
• Advises faculty, staff, and students on identifying funding opportunities, developing competitive proposals, and meeting agency requirements.
• Reviews and approves proposals, budgets, and supporting documentation to ensure compliance with federal agency guidelines (NSF, NIH, DOE, NEA, NEH) and OMB Uniform Guidance.
• Manages and tracks grant/contract awards; ensures accurate financial reporting and post-award compliance in coordination with Finance & Administration.
• Supports and may serve as lead or co-author on institutional or collaborative grant applications.
• Negotiates and manages research agreements, material transfer agreements (MTAs), data use agreements, confidentiality agreements, and non-disclosure agreements.
• Develops and maintains databases of funding opportunities, submissions, and outcomes; develops handbooks and resources to support faculty grantsmanship.
• Maintains the university's registrations with federal grant portals (Grants.gov, NSF Research.gov, eRA Commons).
• Serves as the university's designated Research Integrity Officer (RIO): receives and evaluates allegations of research misconduct; manages inquiry and investigation processes; ensures compliance with ORI reporting requirements and federal regulations for research misconduct.
• Provides operational management and oversight of the IRB, IACUC, and IBC: processes and tracks initial and post-approved submissions; arranges, attends, and records meetings; manages the audit process per federal and university regulations.
• Monitors federal and state regulatory changes; ensures university policies and procedures are consistent with applicable guidelines; prepares required compliance reports.
• Develops and implements research compliance education and quality improvement programs across all five colleges, including training in RCR, COI, research security, export control, and human/animal subjects research.
• Manages clinical trial compliance and reporting on ClinicalTrials.gov; supports data sharing, export control, and controlled research activities.
• Serves as the university's liaison with external agencies (OHRP, FDA, etc.) during audits or inquiries.
• Works with the Compliance Office, HIPAA Privacy Officer, Legal Counsel, and relevant units to ensure research compliance in clinical and educational settings.
• Provides guidance and training on IRBNet and other electronic submission systems; maintains web presence for the IRB, IACUC, and IBC.
• Supports the Director in the daily administration and operations of OSSP, serving as acting Director when the Director is unavailable.
• Collaborates on the development and implementation of OSSP-wide policies, procedures, and strategic initiatives.
• Assists in OSSP budget management, including reconciliation with financial reports and supporting budget development.
• Organizes and leads faculty and student workshops, seminars, and training programs within the Associate Director's specialty area.
• Supervises professional staff and student workers within OSSP as assigned.
• Supports research and scholarly endeavors across both Divisions and works collaboratively with other campus units to advance a culture of research excellence, integrity, and innovation.
• Maintains and contributes to the OSSP website and communications.
• Collaborates with Finance & Administration, Legal Affairs, Human Resources, and other university units as relevant to specialty area.
• Represents OSSP at relevant professional associations and conferences within the Associate Director's specialty area.
• Supports export control education and compliance as related to scholarly work.
• Works collaboratively with other campus units to support and promote scholarly endeavors, events, and initiatives across the university.
• Properly manages confidential documents and maintains good accounting practices, including processing of invoices and reimbursements.
• Other duties as assigned.
• Provides effective oversight, training, and task delegation for professional staff and student workers within their functional domain.
• Demonstrates the leadership capacity to serve as acting Director in the Director’s absence, ensuring seamless OSSP operations and stability.
• Actively fosters the growth of others by organizing and leading workshops, seminars, and training programs for faculty and students.
• Works collaboratively with diverse campus units, including Finance & Administration, Legal Affairs, and Human Resources, to advance institutional goals.
• Operates as a cohesive member of the OSSP leadership team, coordinating with the Director to ensure both Sponsored Projects and Research Integrity functions are robustly covered at all times.
• Builds and sustains rich, collaborative relationships with staff, students, and university partners from a wide range of roles and diverse backgrounds.
• Delivers excellent written and verbal communication to a broad and diverse audience in a culturally responsive and accessible manner.
• Serves as a liaison with external agencies and an internal advocate for faculty, helping them navigate complex guidelines while promoting a culture of research excellence.
• Operates with a high standard of integrity and ethics, particularly when handling allegations of research misconduct or managing sensitive compliance audits.
• Demonstrates the absolute discretion required to manage and secure confidential documents and detailed records.
• Acts as a guardian of the university's reputation by ensuring all research activities align with federal and university regulations.
• Makes sophisticated, independent decisions and recommendations that align with complex policies and procedures.
• Utilizes critical thinking to resolve complicated issues in award management or regulatory oversight within established federal parameters.
• Demonstrates the professional maturity to ask questions and seek assistance when faced with highly ambiguous or high-risk situations.
• Successfully prioritizes and executes multiple projects and data tracking tasks while meeting strict timelines in a high-stakes environment.
• Maintains focus and accuracy when navigating shifting federal regulations, agency portals, and institutional priorities.

Benefits

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

What This Job Offers

• Job Type: Full-time
• Career Level: Senior