Sponsored Programs Administrator

Details • San Diego, CA

1d • Onsite

About The Position

The Office of Sponsored Programs at USD partners with faculty, administrators, and graduate students to provide a variety of pre-award services for externally-funded projects. These services include concept development and identification of potential extramural funding sources, proposal and budget preparation, and the submission of innovative, high-quality, competitive proposals. Our team is committed to providing quality service and support to the university community.

As a Carnegie R2 institution with a growing research portfolio, USD offers an exciting opportunity for colleagues who are passionate about research administration, committed to our mission, and eager to grow with us. The Sponsored Programs Administrator, under the general direction of the Director, collaborates with faculty and staff in preparing and submitting federal, state and private grant and contract proposals. This position is responsible for the management of pre-award and non-financial post-award services for sponsored project agreements, including the review and negotiation of standard award terms. The Sponsored Programs Administrator will have strong analytic and deductive reasoning skills, the ability to manage multiple concurrent proposal deadlines under pressure while working independently and as part of a team, attention to detail across work of varying complexity, clear written and verbal communication with faculty and central office partners, and a commitment to a client-centered environment.

Requirements

• Bachelor's degree from an accredited college or university required.
• Three or more years of experience required in sponsored research administration required.
• Excellent mathematical and analytical skills
• Excellent verbal and written communication skills
• Demonstrated ability to meet deadlines and work with details; time management skills
• Advanced knowledge and understanding of concepts, policies and procedures, and regulatory requirements associated with the development, implementation and administration of scientific research projects including but not limited to: Uniform Guidance; CFR; EDGAR; FAR; IRS; USD Policies and Procedures; General Accounting Best Practices.
• Advanced knowledge of project budgeting and fiscal management.
• Advanced knowledge of the structure, operations and requirements of federal, state and local financial regulatory and funding agencies.
• Comprehensive knowledge and understanding of research pre- and post-award procedures and requirements.
• Advanced knowledge and demonstrated proficiency in electronic research administration, including database applications, spreadsheet development and electronic document preparation.
• Experience in proposal submission, and in review/negotiation of contracts, subcontracts, and other agreements.
• Knowledge of contract frameworks, legal liability mitigation, and complex regulatory compliance policies.
• Skill in examining and re-engineering operations and procedures, formulating processes, and developing and implementing new strategies and procedures.
• Strong analytical, problem solving, and critical thinking skills.
• Demonstrated leadership, organizational and management skills.
• Project management skills and the ability to resolve complex problems and issues.
• Strong consultative and advisory skills.
• Skill in developing and conducting employee compliance training/orientation sessions.
• Skill in developing university policy and procedure documentation.
• Demonstrated negotiating skills.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a collaborative/diverse community.
• Highly developed communication skills, both verbal and written.
• Attention to detail.
• Ability to make complex administrative/procedure decisions and judgments under pressure and prioritize tight proposal deadlines.
• Ability to create, review, negotiate, and modify contracts.
• Ability to develop and present educational programs and/or workshops.
• Ability to foster a cooperative work environment.
• Ability to develop and maintain record-keeping systems and procedures.
• Ability to analyze budgetary line items for compliance with budget guidelines.
• Ability to manage a large volume of projects with concurrent deadlines, work independently and use sound business practices to accomplish objectives.
• Ability to work independently and as part of a team.
• Ability to exercise independent judgment.

Nice To Haves

• Master's degree from an accredited college or university in business or finance related area preferred.
• Five or more years of experience required in sponsored research administration preferred
• Training in electronic research administration (Cayuse Research Suite) and financial/HR database (Workday) preferred; incumbent will be trained if needed.
• Certified Research Administrator (CRA) certification is desirable.

Responsibilities

• Partner with PI and Co-PI eligible faculty and administrative investigators to develop and prepare complex research proposals, including budgets, budget justifications, administrative documents, and supporting materials.
• Advise and collaborate with faculty, administrators and staff to develop competitive proposals for external funds.
• Recommend specific grant programs and funding opportunities as appropriate to faculty, administrators and staff.
• Actively communicate with members of the campus community to remain engaged with and aware of interests and funding needs; work in cooperation with faculty, administrators and staff to develop interest in externally-funded research opportunities.
• Provide advice and assistance to faculty and staff during the development of grant, cooperative agreement, contract and subcontract proposals to for-profit, non-profit, federal, state and local government sponsors (e.g., interpreting federal and state regulations and University policy, sponsors’ proposal instructions and policies.)
• Create multi-year budgets for proposal submission, ensuring regulations such as applicable direct and indirect costs, subcontracts, travel, and fringe benefit rates are followed while conforming to proposal guidelines established by external funding agencies and institutional policies and procedures.
• Submits proposals through various electronic systems including, but not limited to, Cayuse Proposals (S2S), Research.gov, Grants.gov, and other systems.
• Inform departmental budget managers and/or deans of required mandatory cost-share and course reassigned time to be paid by research grants and contracts.
• Respond to external agency requests related to proposal submissions and/or revisions in a timely manner.
• Coordinates with external organizations and institutions on collaborative submissions, as needed.
• Advising faculty and administrators regarding institutional policies for biohazards, animal use, human subjects, required matching funds, and sub-contractors on externally funded proposals and providing guidance for regarding compliance forms per sponsor or USD requirements.
• Secure the concurrence of the Principal Investigator and other University offices, as appropriate, prior to accepting awards with non-standard terms and conditions.
• Advise all concerned parties of their responsibilities in meeting special or unusual award requirements.
• Investigates and maintains a strong knowledge of federal, state, and local government rules and regulations that govern research grants and contracts and stays informed on sponsored terms and conditions for submitting and negotiating grant awards.
• Analyzes, coordinates, approves, and submits requests for prior approval of post award changes and actions to external sponsors/agencies.
• Utilize information in Cayuse to provide funding and other analysis reports for research/grant topics as requested by departmental budget managers and/or deans offices.
• Interpret sponsor approval requirements, policies, federal regulations, state statues and University policy related to the management and administration of extramural awards.
• Work collaboratively with Grants Accounting to resolve issues related to post-award financial terms and conditions.
• Assist PIs, staff and administrators with project administrative concerns, inquiries, or issues to ensure compliance with sponsor and University policies and best practices.
• Lead pre-award to post-award transition meetings between project stakeholders including Sponsored Programs, Grants Accounting, project personnel, budget administrators, and others as needed.
• Maintain regular contact and strong working relationship with other university departments and offices, and with faculty, administrators, staff, and outside funding agencies to facilitate the effective administration of the university’s externally funded programs and opportunities for such.
• Provide information on award terms and proposal information for pre-award to post-award transition meetings between project stakeholders including Sponsored Programs, Grants Accounting, project personnel, budget administrators, and others as needed.
• Assists in writing and editing office documents and reports as required.
• Contributes to office team building efforts.
• Participates in professional development to continuously develop existing knowledge and expertise in all aspects of research administration.
• Participates in training and advising of faculty, administrators, staff and students on proposal development and grant management through one-on-one meetings or collaborative sessions.
• Assists with faculty training workshops upon request.

Benefits

• medical
• dental
• vision
• a retirement contribution given to you by the University
• access to on-campus Fitness Centers

What This Job Offers

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