What are the responsibilities and job description for the Sponsored Programs Coordinator position at Oklahoma State University?
The major function of this position is to provide Pre- and Post-award support for all sponsored program activities and agreements for the Spears School of Business’ departments and assist principal investigators with the financial and general administration of sponsored awards/contracts, Including: assisting with the pre- and post-award sponsored program management of federal, state, and private sponsors; working with researchers to coordinate, prepare, develop, and submit proposal, award, and modification routings; develop and monitor budgets; research and review funding opportunities; coordinate with other colleges and external institutions as needed. It also includes contract negotiation, monitoring of subcontracts, regulatory compliance, and fiscal management.
Pre-Award:
Research and share funding opportunities with Spears Business faculty, including opportunities for internal competitions. This may involve learning about specific faculty members’ research interests and skills and matching the appropriate opportunities with expertise.
Organize or coordinate workshops to help faculty develop proposals that meet paperwork requirements as well as are competitive.
Advise faculty and staff in preparing appropriate proposal budgets, including the calculation and allowability of indirect costs.
Coordinate supporting proposal documentation with project personnel that may be housed in other colleges at OSU or other institutions.
Learn and maintain a working knowledge of sponsors’ programs, requirements, and systems for proposal development and submission. Assist faculty in meeting proposal requirements, including fiscal accuracy and administrative compliance.
Learn and demonstrate understanding of regulations applicable to sponsored programs administration – federal, state, and private. This includes OMB Uniform Guidance Requirements, Cost Principles, & Audit Requirements for Federal Awards, CAS, FAR and the State of Oklahoma purchasing policies. Also learn/maintain a working knowledge of University policies concerning sponsored programs, intellectual property, conflict of interest management guidelines, IRB, compliance, and other related issues. These regulations are revised frequently.
Post-Award:
Review, analyze, and negotiate award documents.
Coordinate the fiscal and contractual administration of sponsored projects, including determination of allowability of costs, application of the appropriate regulations and policies, documenting and reporting of cost share, and calculation of earned and waived F&A costs.
Coordinate, negotiate, establish, and monitor subcontracts under prime externally sponsored projects, including oversight of allowability of invoiced sub-award charges.
Maintain a thorough knowledge of regulations applicable to sponsored programs administration – federal, state, and private. This includes OMB Uniform Administrative Requirements, Cost Principles, & Audit Requirements for Federal Awards, CAS, FAR and the State of Oklahoma purchasing policies. Also maintain a thorough knowledge of University policies concerning sponsored programs, intellectual property, compliance, and other related issues. These regulations are revised frequently.
Work with project directors/principal investigators to ensure that technical and progress reports are submitted in a timely manner. Serve as the liaison between Grants and Contracts Financial Administration and Research and Financial Services (RFS) to assist with any financial reporting requests.
Administer any changes to current awards, especially regarding budget revisions and no-cost extensions.
Initiative, accuracy, a customer-service attitude, and the ability to manage multiple projects simultaneously are essential in this position.
Special Instructions to Applicants
Please include: a Resume, Cover Letter, and Three References.
Education & Experience
Position Qualifications:
Required Qualifications:
High School Diploma/GED
Eight years of experience in sponsored programs administration or another closely related field. Post-secondary education may be substituted for experience
Enhanced knowledge of grants and contracts regulations, budget development, technical reporting, proposal submission, etc.
Demonstrated ability to provide training on proposals development and grant fiscal and regulatory compliance
Preferred Qualifications:
Bachelor's Degree in a related field.
Knowledge of accounting principles, auditing standards, fund accounting principles, and federal and state regulations.
Strong analytical abilities. Computer experience, particularly with spreadsheet and database programs.
Ability to accomplish tasks without supervision using discretion and independent judgment.
Excellent oral and written communication skills. Ability to approach complex task in a well-organized, detailed-oriented, and efficient manner.
Demonstrated ability/desire to proactively collaborate professionally.
Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.
Pre-Award:
Research and share funding opportunities with Spears Business faculty, including opportunities for internal competitions. This may involve learning about specific faculty members’ research interests and skills and matching the appropriate opportunities with expertise.
Organize or coordinate workshops to help faculty develop proposals that meet paperwork requirements as well as are competitive.
Advise faculty and staff in preparing appropriate proposal budgets, including the calculation and allowability of indirect costs.
Coordinate supporting proposal documentation with project personnel that may be housed in other colleges at OSU or other institutions.
Learn and maintain a working knowledge of sponsors’ programs, requirements, and systems for proposal development and submission. Assist faculty in meeting proposal requirements, including fiscal accuracy and administrative compliance.
Learn and demonstrate understanding of regulations applicable to sponsored programs administration – federal, state, and private. This includes OMB Uniform Guidance Requirements, Cost Principles, & Audit Requirements for Federal Awards, CAS, FAR and the State of Oklahoma purchasing policies. Also learn/maintain a working knowledge of University policies concerning sponsored programs, intellectual property, conflict of interest management guidelines, IRB, compliance, and other related issues. These regulations are revised frequently.
Post-Award:
Review, analyze, and negotiate award documents.
Coordinate the fiscal and contractual administration of sponsored projects, including determination of allowability of costs, application of the appropriate regulations and policies, documenting and reporting of cost share, and calculation of earned and waived F&A costs.
Coordinate, negotiate, establish, and monitor subcontracts under prime externally sponsored projects, including oversight of allowability of invoiced sub-award charges.
Maintain a thorough knowledge of regulations applicable to sponsored programs administration – federal, state, and private. This includes OMB Uniform Administrative Requirements, Cost Principles, & Audit Requirements for Federal Awards, CAS, FAR and the State of Oklahoma purchasing policies. Also maintain a thorough knowledge of University policies concerning sponsored programs, intellectual property, compliance, and other related issues. These regulations are revised frequently.
Work with project directors/principal investigators to ensure that technical and progress reports are submitted in a timely manner. Serve as the liaison between Grants and Contracts Financial Administration and Research and Financial Services (RFS) to assist with any financial reporting requests.
Administer any changes to current awards, especially regarding budget revisions and no-cost extensions.
Initiative, accuracy, a customer-service attitude, and the ability to manage multiple projects simultaneously are essential in this position.
Special Instructions to Applicants
Please include: a Resume, Cover Letter, and Three References.
Education & Experience
Position Qualifications:
Required Qualifications:
High School Diploma/GED
Eight years of experience in sponsored programs administration or another closely related field. Post-secondary education may be substituted for experience
Enhanced knowledge of grants and contracts regulations, budget development, technical reporting, proposal submission, etc.
Demonstrated ability to provide training on proposals development and grant fiscal and regulatory compliance
Preferred Qualifications:
Bachelor's Degree in a related field.
Knowledge of accounting principles, auditing standards, fund accounting principles, and federal and state regulations.
Strong analytical abilities. Computer experience, particularly with spreadsheet and database programs.
Ability to accomplish tasks without supervision using discretion and independent judgment.
Excellent oral and written communication skills. Ability to approach complex task in a well-organized, detailed-oriented, and efficient manner.
Demonstrated ability/desire to proactively collaborate professionally.
Oklahoma State University (OSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, OSU conducts pre-employment background checks on final candidates. Offers of employment are contingent upon the successful completion of a background check. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.
Oklahoma State University, as an equal opportunity employer, complies with all applicable federal and state laws regarding non-discrimination and affirmative action. Oklahoma State University is committed to a policy of equal opportunity for all individuals and does not discriminate based on race, religion, age, sex, color, national origin, marital status, sexual orientation, gender identity/expression, disability, or veteran status with regard to employment, educational programs and activities, and/or admissions. For more information, visit eeo.okstate.edu.
