Job no: 501152
College / VP Area: College of Health Sciences
Work type: Staff
Location: Newark
Categories: Research & Laboratory, Full Time
PAY GRADE: 31E
CONTEXT OF THE JOB:
Under general direction of the Grants Manager, the Grants Supervisor provides 75% supervision of grants staff for research activities carried out by the College of Health Sciences (CHS) and 25% Grants Analyst duties. The Grants Supervisor coordinates and provides guidance to grants staff in coordinating with Principal Investigators, central pre-award and post-award counterparts in the Research Office, other University constituents, and sponsor contacts to perform responsibilities. Grants Supervisor responsibilities include direct supervision of activities by three Grant Analysts (Grade 29 and 30) who have assigned portfolios consisting of pre-award and post-award sponsored activities and one Administrative Specialist (Grade 29) who performs sponsored administrative activities. This position has active participation in strategic planning and decision making for the Grants Administration team. In addition to supervisory responsibilities, the incumbent also has Grants Analyst responsibilities that include management of complex research portfolios for a subset of assigned departments. Such support includes all aspects of proposal submission and award management to ensure compliance with federal, State and University policies and procedures with regards to research administration.
MAJOR RESPONSIBILITIES:
- Supervise Grants Analysts and Administrative Specialist in all aspects of day-to-day operations including proposal preparation, award management, effort certification audit compliance and database management.
- Provide supervision of compliance and financial oversight and management for awarded grants/contracts.
- Facilitate the communication of award terms and conditions, status of award review (if applicable), and other relevant updates to Principal Investigators (PIs).
- Review the established award in the financial system for accuracy and submit requested updates to the Research Office.
- Review award documents related to budget modifications, compliance documentation, Just-in-Time (JIT) requests, etc.
- Submit requests to the Research Office for project changes, prior approvals, extensions, budget revisions, etc.
- Provide quarterly reports to PIs providing financial status of their awards.
- Review award statements to analyze variances between expenditures and the approved budget, taking appropriate actions with PIs to manage spending (e.g. burn rate, budget/expense forecasting, over-expenditures, etc.).
- Monitor active subcontracts to ensure programmatic progress and compliance.
- Review subcontract invoices for accuracy and address questions regarding payment.
- Monitor and track all cost-share commitments through the life of the award to ensure commitments are met.
- Review initial expenditure transactions for processing and allocation to awards.
- Submit cost transfer requests and documentation in coordination with PIs.
- Ensure timely effort certifications per UD policy and procedures.
- Communicate effort policies to PIs and research staff, including impact of variances (e.g. >25% effort changes), if they occur.
- Partner with PIs to facilitate the effort reporting and certification process.
- Review grant financials prior to the submission of sponsor-required financial reports.
- Prepare awards for closeout and deactivation in accordance with sponsor reporting deadlines and requirements.
- Notify PIs of outstanding residuals, deficits, or overdrafts and coordinate with the Research Office to complete final closeout adjustments.
- Ensure all appropriate expenditures and cost transfers are posted before internal closeout deadlines.
- Coordinate the transfer of incoming faculty member’s grants/contracts from previous appointments.
- Serve as subject matter expert on procurement policy.
- Conduct comprehensive review of PI financials prepared by assigned Grants Analysts to ensure accuracy and data integrity; provide guidance and direction in financial analysis developed by Grants Analysts to ensure award financial position is accurately provided.
- Identify professional development needs of Grants Analysts, develop training programs to address such needs and provide training through group lectures, individual instruction and other venues as assigned.
- Actively participate in the evaluation and performance appraisal process of all assigned personnel; develop and administer Performance Improvement Plans as required.
- Provide administrative management of assigned Grants Analysts including approval of leave webforms.
- Participate in search for vacant Grant Analysts and Administrative Specialist positions; serve as a mentor to newly hired Grants Analysts.
- Contribute to continued modification, development and improvement of CHS training.
- Oversee maintenance and quality control for the CHS database to ensure accurate internal and external reporting.
- Participate in special projects and perform other miscellaneous job-related duties as assigned.
- Provide grant administrative support to select departments, with a particular focus on large projects and center grants, i.e., National Institutes of Health Program Projects and Cooperative Agreement mechanisms (COBRE and INBRE).
- Serve as grant administrative support for assigned departments which includes CHS large and Center proposals, contracts, and corresponding awards.
- Coordinate with sponsors, researchers, and central offices/counterparts to complete tasks, including individuals in the Research Office (Contract and Grants Specialists, Sponsored Research Accountants, Billing Coordinators), Procurement, and others as applicable.
- Provide ongoing guidance, facilitation, and expertise to researchers for participation in sponsored activities.
- Provide instruction to researchers on policies, procedures, regulations, and guidelines set forth by UD and various sponsors.
- Manage portfolio of research activities.
- Assist with drafting administrative components of a proposal, including budgets, budget justifications, biosketches, and other support documents.
- Enter proposal data into UD and sponsor enterprise application systems as applicable (e.g. PeopleSoft Financials, Cayuse, Grants.gov, etc.).
- Collect required sub-award documentation from collaborating sub-recipients.
- Advise PIs, Business Officer and the Research Office of cost-share commitments and potential risks.
- Provide comprehensive review of, corrections to, and/or enhancement of proposal applications.
- Ensure completion of all components of the proposal package in compliance with requirements outlined by the FOA/RFP, sponsor, and UD.
- Facilitate UD institutional review, approvals, routing, and submission of proposals in collaboration with the Research Office.
- Serve as the primary liaison between PIs and the Research Office to ensure timeliness of submission and communication of internal and external deadlines.
- Manage multiple proposals simultaneously to meet all sponsor deadlines.
QUALIFICATIONS:
- Bachelor's degree with five years job-related experience, or equivalent combination of education and experience. Degree in Business Administration, Accounting, Finance or a related field preferred.
- Previous supervisory experience preferred.
- Prior experience in management of sponsored research programs at a higher education or research-intensive institution.
- Expertise in both pre-award and post-award aspects of sponsored research administration.
- Experience in proposal development, contracts and grants administration, regulatory compliance, and financial management.
- Advanced skill set and experience in using technology systems, software, and databases for grants management. Experience in Grants.gov, Cayuse, and PeopleSoft Financials.
- Query writing and report generations using a variety of data sources preferred.
- Proficiency in the use of MS-Office Suite, including strong analytical skills and aptitude for understanding and interpreting complex datasets.
- Ability to create, generate, analyze, and explain reports using a variety of data sources.
- Ability to analyze budgetary expenditures for compliance with approved policies and procedures.
- Skilled in quantifying and illustrating complex reports, comparisons, impacts, and/or projections.
- Knowledge of OMB Circulars A-21, A-110, A-133, and Uniform Guidance 2 CFR 200.
- Knowledge of specific sponsor guidelines and regulations, including NIH, NSF, and other major agencies.
- High level of independent judgment and problem-solving abilities, able to interpret, adapt and appropriately apply guidelines and procedures.
- Exceptional organizational and time management skills, able to carry out multiple projects and tasks simultaneously and independently.
- Strong attention to detail and analysis skills with ability to synthesize and coordinate information from a variety of sources.
- Willingness and flexibility to accommodate and effectively support changing priorities, processes, and systems.
- Excellent interpersonal skills; able to effectively and clearly communicate and coordinate with individuals across all levels of the University community on a variety of research management topics with a focus on customer service and collaboration.
- Ability to provide a service-oriented approach to sponsored projects management; strong management and leadership abilities.
- Ability to interact well with people of all ages and diverse backgrounds.
- Demonstrated understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures, and backgrounds.
- Committed to fostering a workplace culture of belonging, where diversity is celebrated, and equity is a core value.
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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