Sponsored Programs Administrator
University of San Diego
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Benefits offered by this job
Job summary
The University of San Diego in San Diego, CA seeks a Sponsored Programs Administrator to manage pre-award and non-financial post-award services for sponsored projects. You will oversee proposal development, budgets, and compliance with sponsors and USD policies.
Responsibilities include coordinating with PIs, submitting proposals through Cayuse and other systems, and supporting post-award activities to ensure timely, accurate administration of awards.
Qualifications
- Bachelor's degree from an accredited college or university.
- Three or more years of experience in sponsored research administration.
- Experience with proposal submission and contract review is preferred.
- CRA certification is desirable.
Responsibilities
- Lead pre-award to post-award transition meetings with stakeholders.
- Maintain relationships with departments and external funding agencies.
- Advise faculty on proposals and sponsor terms.
- Prepare and submit proposals via Cayuse Proposals, Grants.gov, and other systems.
- Ensure compliance with sponsor and USD policies.
Skills
Education
Tools
Job description
Sponsored Programs Administrator: Sponsored Programs
5728
The Office of Sponsored Programs at University of San Diego provides quality service and support to the USD community. Our team partners with faculty, administrators, and graduate students, assisting them from initial proposal development and budget preparation, to the submission of innovative, high quality, competitive proposals. After an award, OSP collaborates with internal and external partners to support the non-financial administration of the award, culminating in the project closeout. We are committed to advancing academic excellence by facilitating and sustaining a growing research enterprise.
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.
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, 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.
- 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.
- 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.
- 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.
- 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.
Certified Research Administrator (CRA) certification is desirable.
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.
Successful completion of a pre-employment background check.
Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
- Bachelor's degree from an accredited college or university required.
- Three or more years of experience required in sponsored research administration.
- Master's degree from an accredited college or university in business or finance related area preferred.
- Five or more years of experience 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.
- 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.
$5,859-$6,166 per month; Excellent Benefits
The University of San Diego offers a very competitive benefits package including medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
Hours: 37.5
Closing date: Open until filled
Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.
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