Director of Grants & Contracts Services and Large Institution Project Support Office   Email     Print   PDF

Reporting to the Controller, the Director of Grants & Contracts Services is responsible for establishing, overseeing, facilitating and improving the processes by which Institution Scientific Staff and other Principal Investigators secure sponsored research funding, and for ensuring compliance with Institution and agency pre- and post- funding regulations.

The Director has primary responsibility and accountability for decisions related to grants, contracts, other awards and large projects., and is expected to resolve unprecedented and unusual situations, including complex negotiations, through use of experience, independent judgment, and discretion.

In addition the Director will work with the Finance & Accounting Department to make certain all indirect cost pools are in compliance with government regulations and Institution policies, procedures, and practices; and will review and negotiate incurred cost submissions in accordance with OMB A-122.

• Manages a team of grant and contract professionals and support staff to ensure high quality service related to proposal submission and research award administration. Plans and manages group strategy and operations, and establishes performance goals.
• Serves as the key contact to liaise with a range of stakeholders both within and outside of the Institution on matters related to the administration of research and technical proposals and awards.
• Provides authoritative expertise on the subject of sponsored research administration to decision makers at all levels of the organization. Interprets regulation and policy, proposal guidelines, and award terms and conditions.
• In conjunction with Department Chairs and Administrators reviews proposals submitted by researchers. Evaluates risk and seeks appropriate guidance as required. Verifies that proposals are complete and conform to proposal preparation requirements, and reviews budgets for correctness and consistency with budget justifications.  
• Assists Finance & Accounting in responding to requests for information required by DCAA and other auditors, including maintaining custody of proposals and award documentation and implementing group processes to ensure files are complete and up-to-date.
• Reviews and negotiates contractual requirements of awards and contracts on behalf of the Institution and Principal Investigators in accordance with established procedures and regulations and with authority to sign/accept on behalf of the Institution, contracts and agreements for up to $3.0M from government sources and $1.0M from non-government sources.
• May be expected to facilitate negotiating and processing of Institution sub-contracts, assisting the Sub-award Administrator.
• Serves as Grant Administrator for major Institution projects as needed.
• Prepares annual Sources of Sponsored Research budget and Operating Activities section of the Institution budget.

Systems, Policies & Processes

• Establishes practices to promote accountability and compliance with sponsor terms and conditions, Institution policies, and federal regulations and requirements.
• Works closely with Institution staff involved in sponsored research activities to ensure effective, accurate, and efficient procedures for submission of proposals and management of awards and reports.
• Participates in the design and use of grants & contracts management systems to ensure maximum effectiveness and compliance with federal regulations; keeps abreast of system enhancements/potentials and recommends as appropriate.
• Maintains grants and contracts policies and provides input to other policies, which may have an impact on the management and administration of grants & contracts.

Office Management

• Oversees proposal submission process
• Oversees timely and accurate processing of awards from start to finish. Includes notifications to principals of award terms and conditions, account set-up, monitoring of deliverables, and closeout procedures
• Maintains custody of proposals and awards documentation
• Prepares regular and ad hoc statistical reports.
• Develops and manages the annual operating budget for the Grants & Contracts Services Office
• Is accountable for group and individual performance and professional development and evaluations of the Grants & Contracts Services Staff
• Maintains Grants & Contracts Services website
• Performs other related duties as necessary

• College degree preferred with 5 – 7 years of increasingly responsible, directly related experience or equivalent education/experience
• Must have demonstrated results in contractual negotiation and grant and contract administration
• Understanding of research/academic environment desirable
• Knowledge of federal regulations governing grant and contract administration (e.g. OMB circulars, etc.); analytical skills necessary to identify and disseminate compliance requirements to staff
• Demonstrated track record of establishing and sustaining interpersonal and professional relationships with Institution Staff and funding agencies
• Advanced computer proficiency required; experience with relational databases, spreadsheets, and word processing
• Must possess strong problem solving and decision making skills
• Strong oral and written communications skills required
• Demonstrated leadership, teamwork, and personal initiative; ability to perform, prioritize and delegate multiple tasks and deliver timely results