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 longrange 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 universitywide 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 noncompliance to avoid audit findings potential noncompliance delay or loss of sponsor funding.

Major Responsibilities:

• Manage team of Grants Analyst staff in all aspects of daytoday 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 biweekly pay costshare 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 followup 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 Deans 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 Investigators (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 noncompliance to avoid potential delay or loss of sponsor funding
• Perform other jobrelated duties as requested.

Qualifications:

• Bachelors degree in a businessrelated 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 reengineering 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.