Sponsored Programs Administrator

University of San Diego; California (MO); On-site; USD 85,000 - 110,000; Full time

Job summary

University of San Diego is seeking a Sponsored Programs Administrator to partner with faculty and staff in preparing and submitting grant and contract proposals, and to manage pre-award and non-financial post-award services.

You will navigate complex sponsor terms, coordinate with campus partners, and ensure compliance, delivering timely submissions and clear communications to advance USD's externally funded research portfolio.

Qualifications

• Strong analytic and deductive reasoning skills.
• Ability to manage multiple concurrent proposals under pressure.
• Attention to detail across complex work.
• Clear written and verbal communication with faculty and partners.
• Commitment to a client-centered environment.

Responsibilities

• Prepare and submit federal, state, and private grant and contract proposals.
• Manage pre-award and non-financial post-award services for sponsored projects.
• Review and negotiate standard award terms with sponsors and USD offices.
• Coordinate with faculty, administrators and staff to develop competitive proposals.
• Advise on regulatory compliance and sponsor requirements for externally funded proposals.

Skills

Analytical skills

Deductive reasoning

Deadline management

Attention to detail

Written & verbal communication

Client-centered service

Job description

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Sponsored Programs Administrator

Sponsored Programs

Posting #: 5728

Department Description

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.

University Description

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges .

University Description: The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges .

Detailed Description

Join a mission-driven, dedicated team that partners with dynamic PIs across disciplines to advance innovative research and support projects that make a meaningful impact. 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.

Duties and Responsibilities

Contract and Grant Administration

Pre-Award activities

Work will support disciplines across campus as needed.

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.

Post-Award activities

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 statutes 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.

General Management

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. Examples of such departments and offices include but are not limited to the Controller’s Office, Payroll, Human Resources, Foundation Relations, Procurement, Public Affairs, and the Office of the General Counsel.

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.

Other Responsibilities

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.

Certificates, Licenses, Registrations

Certified Research Administrator (CRA) certification is desirable.

Special Conditions of Employment

While this is a full-time, off-campus position, candidates must live in the San Diego County or the greater region, as the position will require in-person meetings and on campus work on a consistent basis.

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