What are the responsibilities and job description for the Assistant Director of Grant/Contract Management position at Arizona State University?

The School for Engineering of Matter, Transport, and Energy (SEMTE) is seeking an Assistant Director (AD) of Sponsored Projects and Funding Administration (Research Advancement) to join the team and serve in a leadership role in the advancement of critical research initiatives. The AD assists with leading the planning, training, and implementation of administrative and operational initiatives pertaining to research administration. SEMTE is a school in the Ira A. Fulton Schools of Engineering and is shaping the next generation of experts in biological design, aerospace, mechanical, chemical, and materials science and engineering.

In collaboration with leadership, this position will promote the strategic advancement of meaningful research and sponsored activity. The successful candidate will have demonstrated success in building a collaborative and forward-thinking team. The AD is also responsible for integrating research support services within the school and is the primary contact for any significant pre- and post-award concerns.

This is a high-level career-track position (Level 4 of 6) with opportunities to increase complexity based on job performance.

Working at ASU has additional perks and outstanding benefits, which include health, dental, and vision insurance plans; life insurance and disability programs; sick leave and holidays; ASU / UA / NAU tuition reduction for the employee and qualified family members, state and optional retirement plans; access to ASU recreation and cultural activities; and more.

Engineering will consider a relocation stipend for candidates on a case-by-case basis. This position is based on the Tempe Campus. A hybrid work arrangement is available after the first ninety (90) days.

Essential Duties :

Personnel Management / Supervision

Manage the day-to-day operations of the research enterprise in SEMTE. The SEMTE research team currently has three Pre-Award staff and four Post-Award Staff.
Responsible for personnel actions in accordance with university policies.
Conduct employee reviews and make recommendations on promotions and annual merit increases.
Design, coordinate, and support team development by providing training for department staff.
Provide expert guidance and counsel to staff when issues, questions, or other matters arise relating to proposals, awards, and contract negotiations.
Setting strategic team goals to improve work methods and procedures.
Evaluate work methods and procedures and set clear team goals.
Foster a positive team climate by working collaboratively.

Leadership

Lead new administrative initiatives impacting research administration and compliance.

Provide research data to drive decision-making.

Provide specific guidance and strategic focus for research administration to leadership.

Serve as a resource for the resolution of issues related to sponsored research, including both pre-and post-award at all levels.

Manage operational initiatives and processes in pre-award and post-award areas.

Responsible for the budgeting and forecasting process of faculty discretionary accounts for the school.

Develop, direct, and implement policies and procedures relative to pre- and post-award operations within the school.

Collaborate closely with the SEMTE school leadership, business office, and HR to influence change management as needed within the school's processes.

Communications

Exercise the highest level of discretion in dealing with sensitive and / or confidential information concerning professional and personal issues.

Work closely with the SEMTE leadership team to identify challenges and solutions to meet the school's goals.

Respond to requests timely using highly effective interpersonal communication, critical thinking, and problem-solving skills and methods.

Proactively takes the lead on needed tasks, such as updating sponsor-specific documents and drafting correspondence that will be disseminated to the faculty.

Workload in either Financial Account Support or Pre-Award / Proposal Support

Financial Account Support

Manage a complex portfolio of accounts; analyzes and prepares reports.

Monitor and approves expenditures and various financial processes related to sponsored projects.

Forecast account to avoid deficits and provide information to end users for decision-making.

Pre-Award / Proposal Support

Responsible for the development, preparation, and submission of research proposals.

Serve as an Administrative resource to investigators and provide guidance and counsel during development and proposal submission.

Assist with post-submission action items requested by the sponsor, such as just-in-time requests, revised budgets, scope of work changes, and additional certifications.

Manage cost share, limited submissions, and internal funding initiatives.

Minimum Qualifications

Bachelor’s degree in business administration, public administration, or related field AND five years administrative experience in a field appropriate to the area / unit of assignment, which includes two years of supervisory experience; OR any equivalent combination of experience and / or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

Evidence of supervision, including leadership, team coordination, and performance building, is highly desired.

Demonstrated knowledge of policies and regulations pertaining to proposal, grants, and contracts administration.

Demonstrated knowledge of budgetary principles, practices, and procedures.

Experience in managing large international collaborations and complex multi-sub award projects.

Experience working in higher education.

Experience in taking the initiative, being diplomatic, proactive, and effectively managing stressful situations.

Experience in work that requires organization, time management, and detail orientation.

Evidence of effective communication skills.

Evidence of analytical and problem-solving abilities.

Experience working across multiple disciplines in a transdisciplinary environment.

Experience in preparing and producing complex / detailed documents, financial reports, spending projections, and related materials for a high volume of awards.

Experienced problem solver who takes initiative, manages a complex workload effectively and set priorities while being flexible.

Working Environment

Activities are primarily performed in a regular, climate-controlled office setting subject to extended periods of sitting.

Use office equipment, including a desktop computer.

Lift up to 20 pounds.

Communicate to perform essential duties.

Work both independently and within a complex structured team.

Normally receives no instructions on routine work and general instructions on new assignments with the review of completed tasks.

Exercises judgment within generally defined practices and policies in selecting methods and techniques for obtaining solutions.

ASU is a diverse enterprise with a wide variety of work and learning modes, locations, and a commitment to sustainability, innovation, and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market

Flexible work options are available after at least the first ninety (90) days.

Alternative work schedules can include four 10-hour workdays in a workweek, a nine-day, 80-hour schedule over two workweeks for exempt employees only, and staggered start and stop times

Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

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