Assistant Director, Research Office Shared Services - Grants Administration

Pay Grade: 33E

Context of the Job:

Under limited direction of the Associate Vice President for Research Administration, the Assistant Director, Research Office Shared Services, collaborates on the long-range strategic planning and support of the grants program within the mission and vision of the Research Office and University at large. The incumbent provides comprehensive administrative support for research activities carried out in Research Office, Research Institutes and assigned Colleges with limited or no dedicated sponsored program support. The incumbent will serve as a leader in the Research Office and manage a team of Grant Analysts who provide services for various phases of department level pre and post award support. The number of direct reports is expected to grow as the program matures.

The incumbent collaborates with the Research Administration Training Manager to provide training to Grants Analysts and Business Administrators on matters of research administration, as well as develop university-wide Grants Analyst training modules that focus on Uniform Guidance requirements and University Research Office polices.

The incumbent will maintain productive relationships with constituencies related to the research administrative operation within the Research Office, Research Institutes and colleges across campus. They will independently resolve complex administrative procedural and administrative problems in all categories of research administration, payroll distribution and procurement. They will lead and implement and complete special financial management projects including report generation using a variety of data sources and techniques. The incumbent plans and executes preventative and corrective action to mitigate risk of non-compliance to avoid audit findings, potential non-compliance delay or loss of sponsor funding.

Major Responsibilities:

• Manage team of Grants Analyst staff in all aspects of day-to-day operations of proposal preparation and submission support and post award oversight. Manage the allocation and prioritization of workload for assigned staff. This activity includes observance and advocacy related to federal terms & conditions as well as federal acquisition regulation clauses.
• Ensure the training of staff on compliance and governance, as well as developing processes to ensure projects run smoothly and efficiently:
  • Direct the formulation of processes and procedures to be used across the university which facilitate administration of research within the framework of UD policies and sponsor terms and conditions.
  • Ensure development and participate in Certified Research Administrator training plans and study sessions.
  • Working with the Research Training Manager, the development of a training program for new Grant Analysts and ongoing training and continually modify, develop, and improve the Research Administration Training Plan.
  • Direct the review and approval of financial webforms for transactions such as purchase requisitions, user fee allocations, bi-weekly pay, cost-share match and named professor funding, faculty summer salary contracts and other similar forms.
    
• Advise campus Grant Managers and Grants Analysts in the proposal submission and post award oversight activities. This activity includes observance and advocacy related to federal terms & conditions as well as federal acquisition regulation clauses.
• Partner with the Research Administration Training Manager to provide training to campus on appropriate business processes and direct training on standard operating procedures for sponsored program administration from proposal submission to post award management and closeout.
• Design and prepare financial reports, execute cost transfers, and complete project closeouts. Analyze and evaluate contract and grant budgets for correct calculation of expenditure categories such as salaries, percent of effort, fringe benefits, F&A, materials and equipment. Provide follow-up information; independently resolve problems and address issues. Verify the accuracy of financial records as they pertain to receipts, expenditures, and related transactions to maintain effective stewardship of sponsors' funds.
• Provide expert advice and consultation to faculty/departments concerning contracts and grants proposal submission and award management.
• Prepare and maintain the Labor Allocation Module (LAM) system allocations to ensure timely distribution of effort for academic workload and specific program sponsored research commitments.
• Verify accuracy and work with faculty, the Department effort certification administrators, and UD Research Office to reconcile changes to the funding distribution on effort reports.
• Develop and recommend solutions to Research Office Leadership, Departmental Grant Managers, Research, Associate Dean’s and Sr. Business Officer related to problematic or complicated issues.
• Work closely with the Grants Managers, Grants Analysts and campus to maximize best practices and provide excellent customer service to the Principal Investigator’s (PI).
• Formulate processes and procedures to be used across campus which will facilitate administration of research within the framework of UD policies and federal terms and conditions.
• Ensure the compliance of Federal OMB regulations as well as sponsor specific guidelines
• Review internal and external audit results in collaboration with college and Research Office leadership; devise, plan and implement corrective action strategies to mitigate risk of non-compliance to avoid potential delay or loss of sponsor funding
• Perform other job-related duties as requested.
  

Qualifications:

• Bachelor’s degree in a business-related field and six years of related experience, or equivalent combination of education and experience. Higher education experience preferred.
• Supervisory experience.
• Advanced knowledge of OMB regulations and grant funding policies and procedures; knowledge of federal forms and processing systems.
• Effective oral and written communications, interpersonal, negotiating, and organizational skills. Ability to develop and present educational programs and/or workshops.
• Knowledge of university financial systems with experience in research administration is preferred.
• Understanding of generally accepted research administration policies and the University environment.
• Skill in budget preparation and fiscal management.
• Skill in examining and re-engineering operations and procedures, formulating policy, resolution of complex problems/issues and developing and implementing new strategies and procedures. Analytical, evaluative, and critical thinking skills.
• Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
• Demonstrated customer service skills.
• Ability to meet multiple deadlines.
  

Special Requirements:

• Certified Research Administrators credential preferred.