Overview
POSITION SUMMARY:
Under the general direction of the Associate Director or designee, the Sponsored Programs Administrator provides program support to principal investigators, administrators and staff regarding the timely completion of required documents for institutional approval of sponsored programs applications. The Sponsored Programs Administrator will also provide direction and assistance in all sponsored programs processes while adhering to sponsor, institutional, state, and federal guidelines.
This is an open-rank posting (there are 4 levels of Sponsored Programs Administrator) - candidates will be hired into the level commensurate with their experience.
Responsibilities
ESSENTIAL FUNCTIONS:
Sponsored Programs Administrator I:
- Handle a standard project portfolio involving the life cycle of a grant from proposal to closeout
- Review and verify all aspects of sponsor and institutional forms related to applications/proposals and amendments.
- Assess award documents and recommend changes to ensure compliance with award terms and conditions, University policy, State and Federal laws and regulations
- Negotiate incoming and execute outgoing sub-awards. Audit sub-recipient status and debarment review
- Accountable for accurate demographic data, budget, and research compliance within electronic records
- Collaborate with post-award staff in account set-up of proposals, new awards and modifications to track and report awards and sub-award activity
- Disseminate changes in federal, state, and institutional policies, rules, and regulations and ensure organizational participation in compliance
- Perform other duties as required.
Sponsored Programs Administrator II:
Duties noted above plus:
- Handle a project portfolio of significant complexity for high profile departments with multiple component budgets involving the life cycle of a grant from proposal to closeout
- Develop and present training materials and serve as a resource to both internal and external colleagues
- Evaluate pre-award research administration internal procedures and recommend improvements
- Assess award documents and recommend changes to the sponsor to ensure compliance with award terms and conditions, University policy, State and Federal laws and regulations
- Accountable for accurate demographic data, budget, and research compliance in electronic records as the formal institutional system of record
Sr Sponsored Programs Administrator:
Duties noted above plus:
- Handle a project portfolio of significant complexity for high profile departments with multiple component budgets and atypical projects involving the life cycle of a grant from proposal to closeout
- Assist with the innovation, development, and implementation of special projects
- Evaluate pre-award research administration procedures, recommend improvements, and participate in implementation of new practices
- Prepare and participate in agency inspections and audits
- Participate in the implementation of interdepartmental policies and procedures and systems for grants and contract administration
- Responsible for secondary review of proposals ensuring accuracy with sponsor guidelines
- Disseminate changes in federal, state, and institutional policies, rules, and regulations. Recommend methods to ensure organizational participation in compliance
Team Lead Sponsored Programs Administrator:
Duties noted above plus:
Leadership:
- Responsible for leading a team of SPAs and managing their workloads.
- Responsible for identifying, balancing, and tracking assignments and overall workload for the team; adjusting assignments as appropriate.
- Monitor performance of team members and provide feedback to Associate Director for staff performance reviews. Identify weaknesses and strengths of team members and propose recommendations to Associate Director.
- Support the professional development of team members through mentorship.
- Participate in the development and implementation of initiatives to improve internal processes and maximize team performance.
- Serve as a facilitator in the University’s Research Administration Program, develop educational materials and coordinate workshops and seminars on sponsored research topics for faculty members, department administrators and the research community at large, in conjunction with the Training Coordinator.
- Assist (and lead) in the development, implementation, and integration of standard operating procedures and best practices.
Portfolio Management
- Responsible for a project portfolio of significant complexity for high profile departments with multiple component budgets and atypical projects involving the life cycle of a grant from proposal to closeout
- Serve as institutional representative with federal grants management and sponsoring agencies and officials
- Negotiate, analyze and interpret award documentation and legally binding terms and conditions of grant and contract agreements, seeking additional legal or technical guidance when necessary.
- Develop and present training materials for both internal and external constituents in research administration and research systems
- Evaluate pre-award research administration procedures, recommend improvements, and participate in implementation of new policies, procedures and practices
- Provide guidance and assistance to principal investigators, faculty and staff related to proposal development, budgeting, grant compliance and technical requirements
- Assess, negotiate and interpret award documentation and legally binding terms and conditions of grant and contract agreements, seeking additional legal or technical guidance when necessary.
- Prepare for, gather data and participate in sponsoring agency and federal audits, desk reviews and site visits
- Contribute to the development and implementation of interdepartmental policies and procedures and systems for grants and contract administration
- Provide leadership in the expansion of pre-award electronic systems, including evaluating upgrade and interface opportunities, testing and development of reporting
- Mentor and provide direction to less seasoned personnel involved in the development of grant proposals, award modifications, technical systems and reporting
- Responsible for final secondary review of proposals ensuring accuracy with sponsor guidelines and requirements
- Review, verify and certify all aspects of sponsor and institutional data related to applications/proposals and amendments
- Accountable for accurate research compliance, budget and administrative and demographic data within electronic records
- Provide support to the innovation, development, and implementation of special projects
- Interpret and disseminate changes in federal, state, and institutional policies, rules, and regulations. Recommend methods to ensure organizational participation in compliance
Qualifications
REQUIRED QUALIFICATIONS:
Sponsored Programs Administrator I:
- Bachelor's degree in Business, Research Administration, a related field, or equivalent experience
- 0-1 years of business-related experience
- Proficient in Microsoft Office Suite
- Excellent interpersonal, verbal and writing skills needed to present and communicate effectively with a diverse population of stakeholders.
- Demonstrated time management and problem-solving skills with ability to organize and prioritize workload, identify problem areas and take action to meet deadlines.
- Previous experience in an Institution of Higher Education working in Research Administration preferred.
- Familiar with OMB Uniform Administrative Requirements, Cost Principles, And Audit Requirements for Federal Awards preferred.
- Familiarity with NIH Grants Policy Statement preferred.
Sponsored Programs Administrator II:
- Requirements noted for SPA I plus:
- 1 - 3 years of business-related experience
- Professional Certification in Research Administration (Certified Research Administrator; CRA/CPRA) preferred.
Sr Sponsored Programs Administrator:
- Requirements noted for SPA I plus:
- 3-5 years of business-related experience
- Demonstrated ability to coordinate a team workload and operationalize a high-risk sponsored research portfolio.
- Professional Certification in Research Administration (Certified Research Administrator; CRA/CPRA) or Master’s Degree in Research Administration preferred.
- Knowledge of OMB Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards preferred.
- Extensive knowledge of NIH Grants Policy Statement preferred.
Team Lead Sponsored Programs Administrator:
- Requirements noted above plus:
- 10 years of research administration or similar business-related experience
- Knowledge of Huron Pre-Award System preferred.
Organization
Realize Your Opportunities – A Career at UMASS Medical School
Inside Workings at UMASS Medical School
The University of Massachusetts Medical School (UMMS), the Commonwealth's only public medical school, is proud of our role in serving the people of Massachusetts. Although, its the inside workings of UMMS that makes the difference.
Mission and Culture
- We’re serious about our mission and about our people.
- Real World Impact - Our people get excited about our mission of real-world impact in health sciences education, research and public service.
- International Prominence and New Opportunities - As this institution has grown to national – and international – prominence, we’ve found new opportunities to train tomorrow’s physicians, nurses and scientists, discover causes of and cures for disease and help improve the quality of health care.
- Deep Commitment - With our clinical partner, UMass Memorial Health Care, and our other teaching affiliates, we share a deep commitment to national distinction in patient care.
- Valued Partnerships – UMMS partners with Commonwealth Medicine, the health care consulting arm of UMMS. Also, UMMS partners with MassBiologics in scientific collaborations, technology management and creating partnerships for the development of products for the benefit of patients. These valued partnerships help us to provide services and programs to help meet our needs at UMMS and the public.
- Proud Contributors - People at UMMS enjoy the feeling of going to work every day knowing what they do is truly important and worthwhile.
- Complementary and Inseparable - These varied parts of our mission and culture are complementary and inseparable.
Careers
UMMS, the state’s first and only public academic health sciences center, educates physicians, scientists and advanced practice nurses to heal, discover, teach and care, with compassion. UMMS is a world-class institution with opportunities to match.
Competitive Compensation – UMMS offers salaries that are competitive with Worcester-area employers. When combined with our generous benefits, perks, and paid time off, many job seekers are surprised to find a total rewards package that matches or exceeds their current situation.
Targeted Hiring Process – At UMMS, there are actually multiple hiring processes for different segments of our workforce. In nearly all cases, UMMS hiring process is decentralized, with qualified candidates screened and referred to an academic officer or manager with hiring authority.
24/7 Access to Employment Opportunities – iCIMS is our online job search and application system. iCIMS is available 24/7 to provide you with a convenient and up-to-date view of the available employment opportunities across our campuses. Updates are made daily and include all faculty and non-faculty position listings from every school and department within the UMMS. When you identify a position you are interested in and qualified for, apply online. New opportunities become available frequently so it pays to check back often!
Benefits
With outstanding benefits, competitive pay, extensive learning opportunities, and a stimulating and attractive work environment, UMMS may be exactly the employer you’ve been looking for.
- Superior Benefits - UMMS offers a wide range of benefits and perks that invite comparison with the best employers in the Worcester area – and with academic institutions anywhere. UMMS provides superior medical and dental coverage for you and your family, fully funded retirement plans, generous time off, a Tuition Assistance Plan – and much more.
- People Centered - UMMS is an employer, but it is also a community. Its comprehensive medical and dental benefits, retirement plans, and even paid holidays reflect an institution built around people, with a deep respect for their differences and needs.
- Commitment to Healthy Living - UMMS provides resources to help you balance work and life and encourages healthy living through great programs and discounts for fitness, physical activity, weight management, nutritional counseling and general wellness available through our health insurance plans.
- Breadth of Offerings - Above all, the breadth of UMMS offerings set the School apart and makes it an environment favored by all sorts of smart, career-savvy people.
Apply for a Job
As an equal opportunity and affirmative action employer, UMMS recognizes the power of a diverse community and encourages applications from individuals with varied experiences, perspectives and backgrounds.
Online - To view all job opportunities and apply online, visit www.umassmed.edu/hr and click on the “Careers” tab.
Start Now and Realize Your Opportunities!
A History of Making Vital Improvements - UMASS Medical School Milestones
- 1962: Legislation establishes University of Massachusetts Medical School
- 1970: First medical students begin classes in Shaw Building
- 1974: First class graduates 16 MDs
- 1979: PhD program begins
- 1986: Graduate School of Nursing opens
- 1986: PhD program becomes Graduate School of Biomedical Sciences
- 1994: Graduate School of Nursing initiates PhD program
- 1998: UMass Clinical System and Memorial Health Care merge to form UMass Memorial Health Care
- 2001: Lazare Research Building opens
- 2002: Campus Modernization begins on the University Campus
- 2004: Graduate Entry Pathway Program established at the Graduate School of Nursing
- 2005: PhD Program in Clinical & Population Health Research established at the Graduate School of Biomedical Sciences
- 2005: Massachusetts Biologic Laboratories opens new manufacturing and filling facility in Mattapan
- 2006: Craig Mello, PhD, Blais University Chair in Molecular Medicine and Howard Hughes Medical Institute Investigator, is awarded the Medical School's first Nobel Prize. Dr. Mello shared the 2006 Nobel Prize in Physiology or Medicine with Andrew Fire, PhD, of Stanford University, for their discoveries related to RNA interference.
- 2007: Michael F. Collins, MD, is named chancellor and Terence R. Flotte, MD, is named dean of the School of Medicine.
- 2009: Groundbreaking for the Albert Sherman Center, a 500,000-square-foot research and education facility slated for completion in 2012.
- 2010: Ambulatory Care Center opens
- 2012: The Albert Sherman Center, a 500,000-square-foot research and education facility, completed and opens