Associate Director, Research Services - Office of Research Services - Division of Finance

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Posted Job Title

Associate Director, Research Services - Office of Research Services - Division of Finance

Job Profile Title

Associate Director, Research Services

Job Description Summary

Reporting to the Senior Associate Director of Pre-Award Services, the AD promotes the Office of Research Service’s mission of providing excellent customer service for research projects with an overall focus on high levels of quality of work and departmental interaction. Responsible for Pre Award and Nonfinancial Post Award duties of sponsored research, which includes the review of proposals for compliance with sponsor and university terms and rules; and the, review, negotiation and acceptance of resulting grant awards, and nonfinancial post award activities.. Serve as point of contact for sponsoring agencies, and work with departments, schools, and centers to ensure timely submission of non-financial reports and requests for approval of changes to projects. Serve as a subject matter expert on federal sponsor policies. Review and negotiate awards as needed, binding the institution to contractual obligations related to projects. Negotiate ancillary agreements such as subawards, collaborative research agreements, material transfer and data use agreement in support of research portfolio. Provide action-oriented and expert support to Principal Investigators (PIs) and handle specific grant and audit issues with confidentiality and integrity. Master a wide range of complex operational and administrative matters, and demonstrate a detailed understanding of the organization and functions of academic departments, organizational research units, and other campus units involved in research administration. Provide guidance to preaward administrators and contract administrators for agreements related to assigned portfolio. The AD maintains familiarity with, and ensures compliance with, external regulations and University academic policies and administrative standards.

Job Description

1. Proposal Administration

Responsible for reviewing, authorizing, and submitting proposals on behalf of the University to a wide range of funding sponsors. Ensures proposals are submitted in accordance with University policy and in compliance with sponsor requirements to optimize likelihood of funding. Counsels faculty and departmental administrative staff on funding opportunities and administrative strategies for the preparation of successful grant/contract proposals.

2. Sponsor Communications

Independently manages communications with external funding sponsors as an authorized organizational representative with the authority to bind the institution in matters related to research. Serves as a liaison between funding sponsors and faculty. Prepares, reviews, and submits formal communications such as Just-In-Time, No Cost Extension requests and other non-financial post-award requests throughout the award life cycle. Reviews and submits final non-financial reports. Maintains current working knowledge of federal regulations and sponsor policies to ensure the responsible conduct of research at Penn and advise faculty and departmental administrative staff accordingly.

3. Agreement Negotiation

Serves as an authorized signatory for the Trustees of the University of Pennsylvania on matters related to research agreements. Responsible for binding the University to terms and conditions for funded research grants, contracts and ancillary agreements. Collaborates with contract administrators and provides guidance on terms and conditions for subawards and non-monetary agreements.

4. Internal Communication and Relationship Management

Coordinates with faculty and departmental administrators to help maintain currency on sponsor requirements. Regularly meet with faculty and administrators to ensure service needs are met; serve as subject matter expert on proposal preparation and submission as well as to advise on non-financial management during the life of the award. Addresses concerns or needs of assigned divisions and departments.

5. Training and Other Duties

Identifies training needs; develops and delivers training materials to meet those needs in a variety of formats, including individual training and classroom sessions. Develop, manage and deliver university-wide instructor led and web based sponsored projects training course offerings; ensure training materials and content are maintained and consistent with federal, city, state and sponsor compliance requirements

6. Compliance Coordination

Independently communicates with the Office of the Vice Provost for Research, Penn Center for Innovation and the Office of General Counsel to ensure Penn’s research activities are coordinated across the institution. Communicates with regulatory offices, such as Penn’s Institutional Review Board and the Office of Animal Welfare, to ensure regulatory requirements are met for sponsored research activity; maintain all proper and necessary documentation

7. Perform other duties as assigned

Qualifications

A Bachelor's Degree and 5 years to 7 years of experience or equivalent combination of education and experience is required.

1. Experience working with grants/contracts in a university or hospital setting.

2. Detailed knowledge of the administrative components of a proposal including: understanding of standard proposal requirements, terms, and conditions; budget development and resource requirements; bio-sketches; facilities pages.

3. Detailed knowledge of applicable federal, state and other sponsor regulations related to sponsored projects, including Uniform Guidance

Working Conditions: Office, Library, Computer room

Physical Effort: Typically sitting at a desk or table

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Division of Finance

Pay Range

$59,703.00 - $113,435.00

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.