Sponsored Programs Administrator

The Division of Extension and Engagement is seeking a Sponsored Programs Administrator. This is a full-time (1.0 FTE), 12-month, professional faculty position.

The position reports to the Associate Director for OSU Extension Service and directly promotes and develops programs, policies, rules, and novel approaches to support the applied research mission for Extension.

The goal of this position is to collaborate and administer grants and sponsored research development programs for the Division of Extension and Engagement, with the outcome of building a strong and diverse grant portfolio in the Division.

This position is a key resource for Extension faculty, and liaison for Extension to the Office of the Vice President for Research, Office of Sponsored Research and Award Administration (OSRAA), Grants/contracts coordinators within colleges/units, the OSU Foundation and advancement team members, accounting/grant coordinators for Extension in the OSU Controller’s Financial Strategic Services (FSS) Unit, and provides direction to Extension programs in addressing pre- and post-award issues that may arise. The incumbent will develop and help aggregate research groups specific to unique funding opportunities that require stakeholder involvement as well as engagement, as well as develop and provide resources and direction for submitting grants through the research office for Extension faculty across the state.

About the division:
The Division of Extension and Engagement (Division) is core to Oregon State University’s mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our Division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/.

OSU Extension programs, partnerships and volunteer opportunities are focused on:

Commitment to inclusive excellence:
Oregon State University is committed to creating and maintaining compassionate and inclusive learning and working environments for all learners, visitors and employees. We envision collaborative community environments that enhance civility and embrace diversity. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language Access regulations.

OSU Division of Extension and Engagement’s Diversity, Equity, and Inclusion
https://extension.oregonstate.edu/about/diversity-equity-inclusion

OSU Moving Forward Together
https://leadership.oregonstate.edu/president/moving-forward-together

This Research Program Administrator embeds the commitment of the university to a collaborative and inclusive community in all interactions and duties performed and practices a welcoming and respectful workplace culture.

35% Grant Strategy and Infrastructure Development

Participate in strategic planning efforts as part of the OSU research management team and serve as a resource and liaison to other colleges/units to develop multi-disciplinary research efforts, training, and compliance, with a focus on Extension and Engagement.

Maintain awareness of Extension applied research programs, to contribute to Extension’s capacity to be competitive in obtaining external grants.

Serve as a grants’ person/grant strategy subject matter expert for faculty, stakeholders, sub-contractors, and agency personnel. Confer with grant and contract administrators and external funding agencies to clarify rules and guidelines and explain, as necessary.

Maintain an in-depth knowledge of university and granting agency requirements, and proposal and award processes and issues.

Connect faculty with complementary interests and abilities to form highly functioning teams that attract extramural funding.

Consult with individual faculty to refine and develop scholarship interests/projects to fundable opportunities.

Research and identify potential sources of external funding, match opportunities to appropriate programs, and forward information about current or upcoming funding opportunities to Directors, Program Leaders and Regional Directors.

Manage and execute an annual competitive grant program including distribution of calls for proposals, receipt and acknowledgement of proposals, peer review logistics, and document handling; coordinate proposal approval and assure prompt and accurate handling by the financial strategic services office and post award administration as appropriate.

Establish and maintain cordial relationships with external funding entities to facilitate resolution of questions.

Recruit, maintain, and coordinate an inventory of established and reputable grant writers and editors (on contract) to work with principal investigator (PI), when and where applicable.

35% Pre-Award Grant Proposal Development and Submission

Foster and facilitate sponsored program development and submission of complex, multidisciplinary, multi-institutional grant proposals for Extension.

Develop and provide resources and direction for submitting grants through the research office for Extension faculty across the state.

Develop and help aggregate research groups specific to unique funding opportunities that require stakeholder involvement as well as engagement. Assist a PI in the development of project teams from within or outside OSU.

Work with groups of faculty, research leaders, Directors, Regional Directors and Extension Program Leaders, members of Extension management team, and others to identify, organize, and coordinate large, complex multi-investigator, multidisciplinary proposals supported by external funding opportunities.

Facilitate the editing, completing, and submitting of administrative, financial, and cost share components of proposals, and support components for submitted grants, thereby improving faculty effectiveness to secure extramurally and internally sponsored applied research.

Coordinate the review of requests for proposals (RFPs) of interest to a principal investigator (PI); consults with a PI on a planned research program to meet the RFP; interprets sponsor guidelines, regulations, and policies/rules related to proposal development, including letters of assurance and compliance.

Function as a liaison between PIs and a pool of grant writers and editors; facilitates editing and reviewing of proposals for scientific legibility, appropriate formats, and compliance with agency guidelines.

Partner with unit/college-level grants and contracts coordinators and other finance/office specialist staff to successfully complete all aspects of grant proposal submissions including, but not limited to subawards, contracts, memorandum of agreement, material transfer agreements, letters of support, cover sheets, transmittal forms, budgets, budget narratives, accurate indirect cost rates and their applications, or institutionally required materials.

Monitor timely submission of all grants/delivery of proposal packages.

Help Extension faculty connect with an appropriate grant accountant and/or OSRAA team member and the Controller’s Financial Strategic Services Unit to manage post-award funding requirements.

25% Internal Grant Capacity Building

Develop and lead programs, prepare complex reports and budgets, and utilize OSU data warehouses and federal databases to generate analyses of faculty success, training needs, and comparisons of peer institutions.

Determine resource needs and priorities and makes recommendations to Extension leadership team who would determine training needs and make appropriate arrangements for provision of training for Extension faculty.

Partner with OSU research office and other colleges to organize and publicize faculty workshops and other activities that build capacity for securing extramural funding and leveraging existing funding from other sources, including annual grant writing orientation for new faculty members.

To the extent possible, assist investigators to become more competitive through coaching and specific trainings.

Provide administrative oversight of Extension grant preparation and submission processes; assess and catalogue Extension’s research capacity; monitors and communicates status of awarded projects and research program trends; and provide recommendations to the Extension leadership team if changes or additional resources are needed.

Communicate changes in agency, Extension & Engagement, and OSU policy and process to staff and faculty; identify regular grant submission process problems; and work collaboratively with involved entities (internal and external) to negotiate systems solutions.

5% Professional Development

Participate in training and development opportunities provided by Oregon State University, regional, state, and national organizations.

Maintain membership in relevant professional organizations.

Bachelor’s degree in administration, accounting, business, communications, research or related field and a minimum of two (2) years of relevant work experience in grant strategy and project life-cycle management is required.

Minimum of three (3) years of direct work experience dealing with sponsored programs activities or proposal development and preparation.

Knowledge of sponsor agency policy, procedures, and grants as well as knowledge of state and federal laws, regulations, and guidance relative to provision and oversight of multi-million-dollar projects is expected.

Must be able to clearly communicate complex regulatory stipulations / guidelines in grant announcements to the diverse teams comprising Extension programs.

Must be highly self-motivated, with strong organizational skills, and able to work in an environment with limited supervision and under tight deadlines.

Must have exceptional verbal and written communications.

Must demonstrate a commitment to promoting and enhancing diversity.

Must have the ability to collaborate effectively and excel in a team environment including the ability to develop and edit large, complex proposals and budgets.

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.

Master’s degree in administration, accounting, business, communications, research, or related field.

Track record facilitating teams with diverse expertise.

Research development or administrative experience in a public university system.

Familiarity with federal submission portals such as grants.gov, NSF research.gov, or NIH ASSIST.

Demonstrated experience identifying needs/concerns of others, determining potential solutions, resolving discord, or redirecting appropriately.

The primary work location for this position is the OSU Division of Extension and Engagement administrative office on OSU’s campus in Corvallis, Oregon. However, a flexible work arrangement may be considered each fiscal year and established via OSU’s Flexible Work Arrangement Agreement Form (FWAA) with ongoing review and assessment for continuation.