Project Manager

Classification Title:

Grants Professional II

FLSA:

Exempt

FTE:

1.00

Minimum Qualifications:

Bachelor’s degree in a related field or equivalent and 2 years of professional experience

Preferred Qualifications:

• Project management and/or program coordination experience in an academic environment
• Agency grant or contract project management and/or program coordination experience, particularly with Department of Defense, Department of Homeland Security, Department of Energy, Department of Transportation, or similar government agency projects
• Experience managing multiple programs, projects, and/or events simultaneously
• Hold or plan to receive Project Management Professional (PMP) certification

Position Summary:

This is a highly responsible professional position providing critical project management for the UGA Research Institute (UGARI) and its project portfolios, including but not limited to projects related to global security, engineering, energy, and environment. The position will be responsible for providing project management from project development and capture through execution for large, externally funded research programs and work closely with, and on complex projects to coordinate the activities of, the Office of Strategic Research Development (OSRD), Research Security, and Sponsored Projects Administration (SPA). This position will report to the Senior Project Manager for UGARI.

Knowledge, Skills, Abilities and/or Competencies:

• Project management and/or program coordination experience in an academic environment
• Agency grant or contract project management and/or program coordination experience: experience with the Department of Defense, Department of Homeland Security, Department of Energy, Department of Transportation, or similar government agency projects is highly desirable
• Experience managing multiple programs, projects, and/or events simultaneously
• Hold or plan to receive Project Management Professional (PMP) certification
• Extensive knowledge of the methods, procedures, and techniques used in grant preparation, coordination, and implementation at an academic institution
• Ability to establish and maintain effective professional working relationships with university personnel, state and federal agencies, and private organizations
• Ability to lead as well as work as a team member with all project partners and staff
• Excellent verbal and written communication skills
• Ability to speak and listen effectively via telephone and in-person
• Ability to articulate the University’s mission and capabilities effectively to external audiences
• Ability to present information to various audiences composed of faculty, stakeholders, partners, and sponsors
• Ability to maintain a high level of confidentiality and discretion
• Exceptional attention to detail, responsiveness, organization, and task prioritization skills
• Ability to remember, organize, and consistently focus on a large amount of detail and come to appropriate conclusions
• Exhibit exceptional professionalism, emotional intelligence, and well-developed listening skills
• Strong concierge-like customer service orientation and commitment.
• Exhibit a very high level of initiative
• Ability to work independently and with multiple partners and stakeholders in a deadline-oriented environment
• Experience assigning tasks and monitoring progress to meet project needs and deadlines
• Ability to participate in the evaluation and analysis of existing approaches and procedures and to assist in devising new approaches
• Experience with project management software and/or tools

Physical Demands:

• Standard Office Environment
• Sitting for extended periods of time
• Travel to meetings both on and off-campus
• Driving as needed to perform job duties
• Walking up multiple flights of stairs may be required in some meeting locations

Duties/Responsibilities:

Provide project management and coordination services for faculty projects during the period of performance; customize services provided based on project needs throughout post-award:

1. Serve as the administrative point of contact for project activities
2. Create and maintain custom project timelines, planning documents, etc. to ensure project milestones and activities occur on schedule
3. Routinely provide project status updates to UGARI leadership and maintain any project tracker/project management tools with current statuses
4. Coordinate telephone and written correspondence to set up in-person and online meetings with the project team, partners, stakeholders, and/or sponsors
5. Understand and communicate project deadlines to project personnel
6. Organize, coordinate, facilitate, and present non-technical information meetings with internal and external project personnel, sponsors, and stakeholders
7. Coordinate documentation, meetings, sponsor requirements, etc. with UGA research administrators, such as unit business offices, Sponsored Projects Administration (SPA), and Office of Research
8. Ensure consistent communication and accurate reporting on the impacts of research, including financial reports, qualitative narratives, and quantitative outcomes
9. Perform monthly review of project budgets, expense activity, and payroll transactions, and work with PI, relevant business office, and/or central offices to resolve any issues or discrepancies in a timely manner and provide financial updates to sponsor as needed in collaboration with internal partners
10. Perform periodic reviews of project compliance with security, reporting, and training requirements
11. Contribute to non-technical aspects of project reporting, such as compiling report sections, formatting, and reviewing reports relative to reporting requirements
12. Maintain files and documents related to the project in designated digital locations for the entire life-cycle of the project and regularly review access to documents as project team evolves or onboards/offboards new members
13. Coordinate the project close-out

Percentage of time: 75

Duties/Responsibilities:

Foster and facilitate new research opportunities and perform duties and responsibilities related to pre-award activities:

1. Independently research existing information about large federally sponsored mission agency grants programs, sponsors, agencies, and potential collaborators; use this information to strategize regarding development of individual proposals
2. Create proposal plans with timelines and checklists for submission and document creation for major grant proposals in coordination with UGARI team and collaborate closely with faculty team to encourage adherence
3. In collaboration with the project team, create and/or complete required forms, templates, or documents for proposal submission, including but not limited to internal or external budget templates, budget justifications, and cover sheets
4. Coordinate, lead, facilitate, and participate in events and meetings as assigned, including participants internal and external to UGA; coordination may include booking venues/event spaces, working with internal/external vendors to arrange catering and/or transportation, preparing presentation slides, ensuring audio/visual capabilities of spaces, submitting documentation and invoices for payment, etc.
5. Collaborate with faculty PIs to develop and implement compelling proposal strategy and lead the proposal team in accordance with this strategy throughout the proposal development process to ensure cohesiveness of proposal vision and competitiveness of proposal
6. Actively participate in conferences, workshops, and professional meetings
7. In collaboration with UGARI team, implement opportunities for external partners to engage with UGARI, the Office of Research, and/or Schools and Colleges across UGA

Percentage of time: 10

Duties/Responsibilities:

Professional engagement and development:

1. Stay informed of changes in UGA/USG policies and procedures and provide guidance to faculty PIs as needed
2. Attend various meetings such as internal UGARI sync meetings, meetings hosted by the Office of Research, and trainings hosted by USG/UGA Learning and Development
3. Regularly cross-train with other members of the UGARI team
4. Attend webinars, meetings, trainings, and events related to project management, grant writing, sponsored project administration, agency/sponsor relationships (e.g. NSF virtual conferences, DoD, etc.)

Percentage of time: 10

Duties/Responsibilities:

Other duties as assigned, including, but not limited to, research for special issues and assisting with special events or projects as directed by UGARI leadership

Percentage of time: 5