Director, Sponsored Program Services

Department
Provost URA: Sponsored Programs
About the Department
University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials. The Post-Award Opt-In Services team is responsible for the management of day to day Sponsored Program activities for an assigned portfolio of faculty researchers.
Job Summary
The Director, Research Administration Services is responsible for leadership and oversight of the Research Administration Services Team, also known as 'Opt-in Services.' The RAS team is responsible for the management of day-to-day Sponsored Program activities for an assigned portfolio of faculty researchers and acts as expert departmental support and central research administration liaison in sponsored operations. More specifically, the support includes a dedicated URA Grants Specialist assigned to work with each faculty member on all post award needs and facilitate communication to the appropriate URA teams. The support is designed to handle administrative and financial matters associated with a faculty member's research portfolio, so that the faculty member may focus on the technical and academic content. The Director identifies the direction and goals of the services program and provides oversight for the management of the RAS team to ensure consistency, equitable workloads, and assistance as needed.
The Director develops departmental plans and priorities for the RAS Group that support organization-wide initiatives and further grows the value of the RAS program. The Director provides leadership and supervises three levels of professional staff members: manages the day-to-day activities of the Post-Award Administration Group, University Research Administration (URA):
• Four Senior Sponsored Programs Managers
• One Sponsored Programs Manager
• Two Sponsored Programs Specialist
• One Sponsored Programs Administrator
This position requires the ability to analyze, interpret and implement University policy and procedures, the Federal Uniform Guidance, and award specific terms and conditions. This individual will maintain excellent communication skills (oral & written), planning, problem-solving, organizational, project management and customer services skills. The Director is responsible for working in collaboration with other key service providers across campus to deliver seamless support to the researchers at the University of Chicago.
The position requires direct contact with Divisional leaders, professional staff within the Federal government, with non-federal sponsors, corporate sponsors, with other institutions, and with faculty and administrative staff at the University. Leadership in providing high quality customer service is a high priority requirement of this position.
The Director will be expected to be an active participant in research administration professional organizations such as COGR, FDP, or NCURA.
The job manages a team of professional staff responsible for the day-to-day activities of University Research Administration. Supervises the administration and coordination of various grants and contracts for the support of research, training, and other sponsored activities at the University. Coordinates the development of research compliance education programs.
Responsibilities

• Identifies operational goals and policies required to support the RAS operation. Manages the day-to-day activities of the RAS Team within University Research Administration. Acts as a key member of the URA Leadership Team.
• Provides leadership and oversight of post-award management functions such as expenditure and budget reviews, audit of invoices and billings, monitoring accounts and preparing financial reports and projections for grants and other sponsored agreements.
• Identifies processes and standards necessary to meet and exceed faculty expectations for services provided.
• Mentors and trains administrative staff on all aspects of post-award management. Acts as a resource to staff on all URA teams on operational issues.
• Supervises professional staff members, including hiring/firing, training, conducting annual performance evaluations, and recommending salary increases.
• Provides leadership while ensuring that a high level of service support is provided directly to faculty. Make decisions independently.
• Optimizes staff skills and organizational structure and is responsible for staff development and continuing education within the RAS Team.
• Ensure follow-up, and delivery of timely reports to PIs and sponsors through proactive support of award management.
• Work with faculty and administration from multiple universities, organize projects and execute them independently. Work with faculty to develop plan for account management.
• Assist with technical reporting as needed. Assist with maintaining compliance for Animal and Human Subjects protocols and regulatory policies by being aware of and advising others of policy and procedures, and by facilitating any tracking or training requirements.
• Assist central pre-award staff as needed with support in the preparation of grant proposals, including gathering and organizing necessary information from faculty across the University of Chicago and other institutions, writing and coordinating letters of support, and providing other information as required.
• Oversee and coordinate with appropriate National Lab counterparts to ensure seamless research partnerships and joint appointments between the University and the National Labs. Identify financial and compliance driven procedures and policies that support such initiatives.
• Communicate and collaborate with university departments/units, other URA Teams, technology transfer and compliance teams/units to facilitate smooth transition throughout the full life cycle.
• Develop reports and metrics that assist divisions and faculty with Award Management.
• Ensure that the Team manages and maintains AURA as necessary when applications/proposals are not funded, withdrawn or not routed. Provide outreach and coordinate the onboarding and service level agreements with departments who sign on for sponsored award services.
• Identifies and Coordinates with the URA Leadership to develop and implement training programs relating to issues of current importance in grant and contract management are communicated to, and understood by the research administration community on campus.
• Reviews and interprets language in contracts and grants to determine conformity and/or conflict with University policies. Discusses award terms and conditions acceptable to the University. Ensures post-award activities.
• Ensures appropriate evidence of approvals so commitments made in proposals can be honored, to protect the University from harm, loss of income, or liability.
• Performs other related work as needed

Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field.
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Work Experience:
Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.
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Certifications:
Certified Research Administrator (CRA) - Research Administrators Certification Council
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Preferred Qualifications
Education:

• Bachelor's degree in Accounting, Finance, or other related disciplines such as a scientific or allied health field strongly preferred.

Experience:

• Experience working with sponsored research administration in an academic environment.
• Experience with demonstrated supervisory responsibilities working with leadership across a large, complex organization, influencing action.
• Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting.

Technical Skills or Knowledge:

• Knowledge of and experience with National Laboratories strongly preferred.
• Experience with compliance issues of Sponsored Program administrations and the communication of compliance policies to staff and to faculty.
• Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations.
• Working knowledge with University of Chicago systems such as AURA, FAS, ACCTS/PETS, Business Objects and Workday.
• Advanced level proficiency working in Business Objects. Able to quickly comprehend current reporting practices, troubleshoot issues, develop/create complex reports, and translate data once exported.
• Rapid proficiency in the use of University of Chicago systems such as AURA, FAS, Workday, ACCTS, PETS, GEMS, e-Payments, Business Objects and a high level of proficiency in Excel.
• Strong computer skills including word processing, database management and spreadsheet skills.
• Interpret sponsor guidelines and regulations to ensure accurate response.
• Work with various sponsor electronic systems.
• Review sponsor guidelines and process or manage awards in compliance with University and sponsor policies, and assist with other grant and contract activity. Escalates issues accordingly within the office of University Research Administration.

Preferred Competencies

• Demonstrated effective leadership skills.
• Ability to bring a significant understanding of the issues required in university research administration to the daily operation of a research administration office.
• Proactive, solution-oriented, possess exceptional communication and analytical skills necessary to review a sponsored award agreement, determine the type of award, payment terms, reporting requirements, budget limitations, and establish accordingly per departmental guidelines.
• Customer service is a high priority of the office; civility and professionalism are required at all times.
• Excellent verbal and written communication skills.
• Develop and manage interpersonal relationships.
• Good negotiation skills.
• Make decisions independently that will have downstream impacts on the management of sponsored projects.
• Manage detail-oriented workload, to organize and prioritize during high-pressure, high-volume periods and manage stress.
• Exercise sound judgment and absolute discretion regarding confidential matters with tact.
• Handle multiple, concurrent tasks.

Working Conditions

• Interact by phone, email, online meetings or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.
• Sit for 4 hours or more.
• Use computers extensively for 4 hours or more.
• Use standard office equipment.
• Occasional travel.

Application Documents

• Resume (required)
• Cover Letter (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Financial Management
Role Impact
People Manager
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
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