Job description
The Office for Sponsored Research and Award Administration is seeking a Grants and Contract Administrator. This is a full-time (1.00
FTE
), 12-month, professional faculty position.
The Office for Sponsored Research and Award Administration (OSRAA) resides within the Research Office (RO). Its mission is to provide research administration leadership for all campus colleges, units, and research centers, achieved through the full sponsored project “lifecycle” by supporting proposal submission, award negotiation and acceptance, research costing and analysis, award management, financial management and closeout of awards that support Oregon State University’s continuous search for new knowledge and solutions in the three signature areas outlined in OSU’s Strategic Plan.
The Office for Sponsored Research and Award Administration (OSRAA) resides within the Research Office (RO). Its mission is to provide research administration leadership for all campus colleges, units, and research centers, achieved through the full sponsored project “lifecycle” by supporting proposal submission, award negotiation and acceptance, research costing and analysis, award management, financial management and closeout of awards that support Oregon State University’s continuous search for new knowledge and solutions in the three signature areas outlined in OSU’s Strategic Plan.
The Grant and Contract Administrator has delegated authority as an institutional authorizing official for the submission of all preauthorization “prior approval” requests to sponsoring agencies and is authorized to review, approve, and sign award amendments, reports, and other legal documents appropriate to carry out the responsibilities related to the management of sponsored grants and contracts. This position is authorized to sign draw down approvals, invoices, and financial reports/statements as back up for the OSRAA financial management unit.
This position is primarily dedicated to award management activities including interpretation of award and contract terms and conditions, policy analysis, engaging with external sponsors on post award actions, ensuring all administrative requirements are completed in a timely manner, assisting with submission of deliverables for sponsored projects, and informing and recommending solutions related to complex sponsored project matters.
This position will engage in process and system evaluation to make recommendations and implement procedure improvements, policy development, and training activities. This position may assist with the development of procedures and policy in support of OSU’s Center & Institute awards and large/complex projects within OSU’s research portfolio.
The position reports to the Managing Grant and Contract Administrator and works closely with personnel across all teams in OSRAA, other Research Office units, such as OSU Advantage, the Office of Procurement, Contracts and Materials Management (PCMM), and other campus personnel involved in post-award management.
The Grant and Contract Administrator provides OSU stakeholders, such as faculty, researchers, financial strategic services partners, colleges, centers, and other units with guidance on policy, administrative, and regulatory issues arising during the lifecycle of a sponsored award. Extensive interactions are required with researchers, university administration and external agency officials within complex settings.
To be successful in this role the incumbent must:
- Build and maintain collaborative relationships across a wide stakeholder group.
- Nurture positive relationships and uphold a standard of excellent partnership with colleagues both internal and external to OSU.
- Be articulate with excellent verbal and written communication skills.
- Ensure high standards of accuracy and precision and be highly organized.
- Proactively manage expectations in relation to agreed deliverables, even when faced with competing priorities.
- Be results oriented, with demonstrated ability to problem solve.
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our
Total Rewards Package use this link:
https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
Position Duties
Grant and Contract Award Management (85%)
Provide comprehensive post-award management for a diverse portfolio of grants and contracts. This function requires a thorough knowledge of grants management practices, as well as institutional, state, and federal regulation related to research administration and compliance. Sponsored project grants and contracts are received from a variety of sources, including federal, state, other universities, foreign entities, non-profit, and industry. This variety of sponsoring agencies requires the ability to adapt to different sets of governing regulation, sponsor terms and conditions and grants management principles.
Review and interpret complex proposal and award policy documents for federal, state, and private agencies, as well as negotiated agreement terms and conditions and OSU Fiscal and Administrative Policies and Procedures. Disseminate post-award guidance to faculty and staff based on the interpretation and implementation of these policies and agreement terms.
Maintain a thorough knowledge of federal and nonfederal grant and contract award regulations to make appropriate interpretations and provide post-award project management guidance to faculty and staff. Transmit detailed technical information and guidance regarding institutional operations and polices to faculty and staff, as well as outside agencies.
Review and interpret regulatory guidance for sponsor prior approval requirements regarding such items as pre-award spending, extension of project period, rebudget of approved financial plan, foreign travel, equipment purchase and other project expenditure inquiries. Research sponsor requirements, prepare and submit the required documentation for items requiring sponsor approval.
Act as an authorized institutional representative to external agencies and sponsors, including utilizing contract signature authority for changes to existing sponsored agreements. Review, negotiate and accept grant and contract amendments, ensuring compliance with OSU policy.
Interpret and respond to post-award inquiries and requests from faculty, departments, and Financial Strategic Services to determine and provide guidance regarding allowability under applicable regulations.
Interpret and analyze complex issues to resolve problems and provide sound documentation to ensure a solid audit trail for the award.
Process Improvement, Policy, and Training (10%)
In addition to the assigned duties, this position will actively participate in process, policy and training activities. Examples of these activities include:
- Leading meetings, documenting processes and training others on grant systems, procedures, and guidelines
- Serving as a “subject matter expert” to communicate to the campus community and assist with research administration trainings.
- Monitoring and staying informed of continually changing sponsor, federal, state and university policies
- Creating and recommending changes to OSRAA and university policies that affect research administration (i.e., financial/costing, procurement, graduate school)
- Communicating institutional policy and procedural information to external entities, such as federal and other sponsor agencies and subaward organizations
Review and approval of large expenditures and cost-transfers (5%)
Review and approve purchase requisitions for capital expenditures on grants, cost transfers on grant funds by Journal Voucher, and grant-related payroll cost transfer requests.
Analyze grant-related costs and cost transfers to determine adherence to budget, allowability, allocability, appropriateness and completeness requirements. Ensure compliance with award performance period, budget limitations, and other terms and conditions of the award. Evaluate the technical aspects of transactions to ensure that they are representative of the expenses.
Engage sponsor to determine allowability and/or secure sponsor approval when required.
Minimum/Required Qualifications
- Bachelor’s degree in field appropriate to the work assigned AND two or more years of research administration experience OR an equivalent combination of education and experience may replace the degree requirement.
- Experience in research administration with focus on grants and contracts.
- Ability to resolve complex issues with sound judgment.
- Superior time management and organizational skills with attention to detail.
- Excellent verbal and written communication skills.
- Ability to work both independently and in a highly collaborative team environment.
- Ability to work effectively with sponsoring agencies, faculty, staff and students from diverse backgrounds while maintaining the highest ethical standards.
- Demonstrable commitment to promoting and enhancing diversity.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
Preferred (Special) Qualifications
- Previous post-award administration role in a university setting.
- Familiarity with the intricacies of grant and contract management, and experience with interpretation and implementation of complex sponsor, state, and federal regulations.Demonstrated ability to interpret regulations, apply regulations to grants and contracts, and convey information verbally and in writing to faculty and staff.
- Ability to understand the needs and perspective of the researcher and formulate solutions balancing needs with resources and capabilities, always displaying considerable initiative and a professional disposition.
- Diplomacy and strong customer service, including the ability to work with colleagues and stakeholders in a respectful and supportive manner,
- Familiarity with Banner Grants Module.
- Certified Research Administrator
Posting Detail Information
Posting Number
P06662UF
Number of Vacancies
1
Anticipated Appointment Begin Date
05/22/2023
Anticipated Appointment End Date
Posting Date
03/31/2023
Full Consideration Date
Closing Date
04/24/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact: Benita Bazemore-Cook at Benita.Bazemorecook@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit
https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
- Starting salary within the salary range will be commensurate with skills, education, and experience.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
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