What are the responsibilities and job description for the Executive Director of Grants and Sponsored Programs position at Minnesota State University, Moorhead?
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Working Title:
Executive Director of Grants and Sponsored Programs
Institution:
Minnesota State University, Moorhead
Classification Title:
Bargaining Unit / Union:
216: Middle Management Association
City:
Moorhead
FLSA:
Job Exempt
Full Time / Part Time:
Full time
Employment Condition:
Classified - Unlimited
Salary Range:
$0.00 - $0.00
Working Title:
Executive Director of Grants and Sponsored Programs
Classification Title of Vacancy:
Grants Specialist Supervisor
Institution:
Minnesota State University Moorhead
City:
Moorhead, MN
Bargaining Unit / Union:
216: Middle Management Association (MMA)
Full-time / Part-time:
Full-time
Employment Condition:
Classified - Unlimited
Salary Range:
The wage range for this position is $36.10 - $52.26 per hour.
Job Description:
Under administrative direction, this position performs supervisory responsibilities and provides guidance to faculty and staff in identifying, submitting, processing, managing, and monitoring grants that are technical in nature. The position facilitates the application and submission process of grant proposals and promotes them to funding agencies. The position provides authoritative instruction to faculty and staff regarding grant budgetary guidelines. This position effectively performs the following supervisory tasks: interviewing, hiring, and promoting employees; determines work priority and assigns responsibilities; evaluates employee performance and mediates grievances when necessary; and administers applicable labor contracts. The position helps establish program goals and objectives and initiates closure of routine grants, ensuring that all applicable requirements are met. Responsibility includes evaluating policies and procedures for grant administration, including both pre-award and post-award administration. This position’s responsibility includes analyzing and monitoring highly complex grants to ensure compliance with university, state, and federal regulations in addition to grant sponsor guidelines.
KEY RESPONSIBILITIES AND RESULTS
Responsibility 1: Lead Grants and Sponsored Programs Office
- Analyze work units needs and develop and implement short- and long-range work plans.
- Determine work priorities, assign work, and monitor completion of work.
- Evaluate work performance of employees. Interview, hire, transfer, and promote employees.
- Recommend the hiring, suspending, or discharge of employees.
- Train and instruct employees in technical areas.
- Mediate and adjust employees’ grievances according to the requirements of the appropriate contract or plan.
- Administer labor agreements and contracts negotiated with MAPE, MSUAASF, and AFSCME.
- Prepare and oversee the Grants budget.
Priority: Essential
Percent of Time: 15%
Responsibility 2: Provide authoritative pre-award guidance for faculty and staff regarding external grants.
- Serve as a primary point of contact and resource for principal investigators.
- Lead, edit, and offer comments on grant proposal narratives for adherence to specifications of funding agency and MSUM guidelines.
- Develop and submit proposals that are integral to the MSUM’s strategic goals.
- Provide authoritative guidance for faculty and staff on developing proposal budgets and budget justifications (calculating time and effort, salaries, fringe, travel, indirect costs, identifying cost sharing is required, and ensuring documentation of hard cash matches).
- Make contact with Sponsored Programs or equivalent offices at collaborating institutions that investigators are involved on a project where MSUM is the lead institution. Verify collaborating institution’s indirect cost rates.
- Identify and interpret complex university, state, and federal regulations as it impacts grants.
- Serves as liaison between principal investigator, project staff and the sponsor.
- Foster positive relationships with private and public funding agencies as well as community partners.
Priority: Essential
Percent of Time: 15%
Responsibility 3: Serve as technical expert for electronic and manual submission of grants.
- Secures university approval of all grants submitted to funding agencies.
- Ensure collaborating institutions and investigators are registered on the appropriate electronic grant submission portal.
- Instruct collaborating institutions and faculty on uploading required proposal components.
- Notify project investigator of successful submission.
Priority: Essential
Percent of Time: 5%
Responsibility 4: Oversee and Supervise Financial Grant Administration: Lead and direct the financial affairs of Grant and Sponsored Program office projects so that university, state, and federal regulations and procedures are followed while carrying-out needs of the various grant projects.
- Lead faculty and key personnel in the colleges, as well as other significant constituencies to identify, create, and oversee all grant programs and processes. Create workflow mechanisms to ensure timely, efficient, and transparent processes and appropriate staffing for entire grant life cycle.
- To review all funding award letters received through the Office of the Provost and interpret applicable rules and regulations.
- Coordinate the setup of external fund accounts with Business Services.
- Coordinate with Principle Investigators (PI) spending for federal, state, and private grants in accordance with applicable grant requirements and objectives.
- Assist Post-Award Certifying Officials in reviewing and approving PI reports.
- Assist PIs in preparing financial program reports to granting agencies as required.
- To provide necessary follow-up after sponsored activity is completed to close out projects effectively.
Priority: Essential
Percent of Time: 10%
Responsibility 5: Budget Management: Lead and direct the management and monitoring of the budget position of the grants and sponsored programs to ensure sufficient funds for operations.
- Lead the process for monitoring the spending associated with sponsored funds to ensure the goals of the project are completed as expected, assist in tracking in-kind match as requested.
- Ensure compliance with MSUM and MnSCU policies and procedures, sponsor guidelines, and state and federal regulations.
- Lead and instruct staff in standardized budgeting and costing principles and practices.
- Lead and provide authoritative advice on budgeting parameters within the MSUM and MnSCU system.
Priority: Essential
Percent of Time: 5%
Responsibility 6: Lead and facilitate post-award non-financial procedures.
- Serve as a liaison between principal investigators, the funding agency, Business Office, Finance Office, Human Resources, and other university departments.
- Advise PI and project personnel regarding the funding agencies and university’s prior approval requirements for changing aspects of the project (i.e., changes in PI, changes in the scope of work, reduction in PI time devoted to the project or absence from the project, no cost extensions, etc.).
- Coordinates these changes with the funding agencies as necessary; attends meetings with Program Officers
- Stays abreast of Business Office and Human Resource issues that may affect grant activity.
Priority: Essential
Percent of Time: 15%
Responsibility 7: Advise Principle Investigators (PIs): Provide professional advice to PIs to accomplish the goals of grants and sponsored projects while complying with the State of MN guidelines.
- Assist PIs in interpreting grant agreements and regulations in order to develop an implementation plan to accomplish the goals of a project.
- Assist PIs with spending sponsored monies according to the grant requirements working cooperatively with Business Services and Human Resources to accomplish the goals of the grant, while complying with State of MN purchasing and employment guidelines.
- Work with PIs to resolve problems and respond to questions. Promote an understanding of the fiscal data on accounting reports.
Priority: Essential
Percent of Time: 5%
Responsibility 8: Oversee the development of university guidelines, procedures, policies, and standards to ensure proper application and implementation with regards to grants (proposals ad submissions).
- Lead, coordinate, and revise grant processes and policies as applicable.
- Organize and coordinate support for university policies and state and federal legislation.
- Implement university procedures to ensure grant requirements are met, e.g. Conflict of Interest Disclosure, Time and Effort Reporting as required by federal law for sponsored projects.
- Coordinate activities of consultants, project managers, and other agencies.
- Prepare progress reports on accomplishments and results achieved.
Priority: Essential
Percent of Time: 5%
Responsibility 9: Support project design and proposal development processes for institution-wide proposals. Serves as the liaison with external evaluators and consultants for all federal and institution-wide awards.
- Provide support on applications, grants, and account creation for internal grants program – reviewing proposals (as applicable), handling cost center forms, examining budget items, verifying budget compliance on grant forms.
- Conduct Grant Proposal Development workshops and provide training for pre- award, award post-award grant management.
Priority: Essential
Percent of Time: 5%
Responsibility 10: Lead professional development, events, and activities.
- Provide collateral support, including coordination, scheduling and publication of GSPO workshops and presentations for faculty and staff
- Assists in organizing workshop presentation materials and provides training for pre- and post-award support.
- Coordinates with University Marketing to announce and publicize new awards
- Assists Grant Accountant in provides compliance training for faculty, staff and certifying officials on time and effort reporting, conflict of interest and responsible conduct of research.
- Organizes and ensures faculty and staff complete required training on an annual basis university database.
Priority: Essential
Percent of Time: 5%
Responsibility 11: Projects and Initiatives
- Identifies funding opportunities and distributes opportunities aligned to strategic priorities of university.
- Oversee data mining for opportunities and its distribution to appropriate administration/faculty/staff.
- Oversees Grant and Sponsored Programs office operating budget and reports on indirect budget accounts.
- Maintain office databases.
- Run university grant/contract reports: monthly, fiscal year and others as requested.
- Perform other duties as assigned to ensure the smooth functioning of the department and maintain the reputation of the organization as a viable business partner.
Priority: Essential
Percent of Time: 15%
Minimum Qualifications:
- Bachelor’s degree in Business, Education, Communications, or another related field
- Financial/budgetary experience
- Considerable knowledge of state and federal grant accounting, auditing and reporting requirements.
- Demonstrated ability to write and secure grant proposals above $2 million
- Attention to detail, effective organization, and time management skills to work under deadlines and adapt to ever changing workload.
- Human relations/interpersonal skills, successful experience with conflict management, and the ability to communicate effectively are necessary in the daily association with both internal and external clientele.
Preferred Qualifications:
- Considerable knowledge of state and federal grant accounting, auditing and reporting requirements.
- Ability to interpret complex state and federal agency regulations, along with MSUM and MnSCU policies.
- Ability to understand public administration principles as they apply to grants administration and be able to apply these principles in the interpretation of rules and regulations
Work Shift (Hours / Days of work):
8:00 am - 4:30 pm CST / Monday - Friday
Telework (Yes/No):
No
About:
MSU Moorhead is an inclusive university that pushes you to forge your own path. We embrace diversity of ideas and people with our core values of grit, humility and heart. Professors and peers will inspire you to blaze your own trail, supporting you every step of the way.
Benefits Information:
At Minnesota State, we have a GREAT BENEFITS PACKAGE! Our generous benefits include 11 paid Holidays, Vacation Time, Sick Time, six weeks of Paid Parental Leave, low cost medical and dental insurance with low deductibles ($250 - $1500), a Pension Plan, 457(b) and 403(b) retirement plans and other retirement investment options, pre-tax medical and dental expense (with roll-over option) and dependent care accounts, employer paid life insurance, short and long term disability, as well as professional development and a tuition waiver program for employees and their dependents, etc. We promote the health and well-being of our employees and take work/life balance seriously.
Desired Start Date:
03-17-2025
Position End Date:
Open Date:
01-27-2025
Close Date:
02-28-2025
Posting Contact Name:
Sara Beth Lien
Posting Contact Email:
mw9695me@minnstate.eduSalary : $36 - $52
