Assistant Director, Pre-Award Services

2 days ago

Waltham MA United States Brandeis University Full time

Brandeis University is delighted to announce a career opportunity for an Assistant Director, Pre-Awards Services in the Office of Research Administration. If you are looking for an opportunity to work at a beautiful university campus with lots of perks including free parking and access to a top of the line athletic facility, look no further At Brandeis we offer a competitive benefits and compensation package which includes medical, dental and life insurances. If you hope to advance your career through educational opportunities, Brandeis offers tuition benefits for employees, dependents and spouses. Our 403b retirement savings plan includes a generous match.

Reporting to the Associate Director, Pre-Award Services, the Assistant Director is responsible for working to enhance departmental and institutional efforts in securing financial support of research, training, and creative activities by providing institutional review of grants, contracts, and other sponsored program applications and proposals for extramural funding. Rooted in a deep and continuously-updated understanding of all federal regulations concerning sponsored project activity and institutional compliance responsibilities to sponsors, the Assistant Director serves as an authorized institutional signatory for sponsored programs under delegation from the Board of Trustees of Brandeis University, and provides award management and assures compliance with all institutional, state, federal and agency terms and conditions, legislative requirements and policies and procedures. The assistant director supports the continuous improvement of the Pre-Award office through continuously learning, supporting the departmental-level grants staff, where appropriate, and helping to position the Office as the administrative hub for supporting Brandeis' core mission as a research institution.

Responsibilities:

Policy & Strategic Programming (15%):

  • Develops an in-depth and expansive knowledge of external sponsor regulations and requirements and stays fully abreast of all proposed changes in federal and state regulations and laws affecting sponsored programs, including the Federal Acquisition Regulations, the Code of Federal Regulations and state and institutional policies and reporting requirements to ensure continued compliance. Leads in the development of an institutional response to proposed federal rules changes, as appropriate.
  • Provides guidance regarding the interpretation of regulations, laws, and policies to the research community.
  • Liaises with departmental administrators to cultivate open communication channels to proactively address issues affecting research administration within the institution. Fosters internal collaborations and builds effective relationships and partnerships with key Brandeis stakeholders with tact and diplomacy to advance strategic initiatives and build alignment around key pre-award issues affecting the research mission of the institution. Thoroughly reviews reliance agreements, individual investigator agreements, and ceding memos to ensure alignment with institutional policies and regulatory requirements. Collaborates with research teams to address discrepancies or missing information in agreements. Utilizes Smart IRB platform to streamline the reliance process. Regularly updates information within these systems to maintain accurate records and facilitate communication between collaborating institutions.

Pre-Award Office Function & Oversight (85%):

  • Processes proposal submission, review and approvals, as well as the negotiation and acceptance of awards (for grants and contracts), and award set-up from external sponsors. Maintains responsibility for the development, negotiation and approval of all contracts, subrecipient, and subcontract agreements.
  • Holds delegated institutional signature authority to evaluate and endorse proposals and provide assurances, representations, and certifications on behalf of Brandeis' proposals and signatory awards. Act as the Authorized Organizational Representative (AOR) for proposal submissions, award/contract receipt, award/contract modifications, sub awards, financial reports/invoices, and non-sponsored project research-related agreements.
  • Work directly with investigators, academic administrators, and relevant departmental administration staff to effectively and efficiently review proposals for compliance with University policies, as well as identify and resolve problematic terms and conditions and issues. Oversee the preparation and submission of revised budgets and payment schedules. Respond to PI requests for proposal development information as needed/requested.
  • Collaborate with the Office of Research Integrity, departmental pre-award offices, Sponsored Program Accounting and other academic and administrative offices on crosscutting issues involving proposal submission and award negotiation, acceptance and management.
  • All other duties, as assigned.

Education & Work Experience:

  • Bachelor's Degree required; Master's degree preferred.
  • 3-5 years of related work experience. This experience could be direct pre-award experience at a central or departmental level, or a combination of adjacent experience in administration, government, accounting, higher ed, research compliance, or other types of related activity.
  • Supervisory experience preferred.

Additional Requirements:

  • Experience in university research administration and compliance, including management of sponsored projects administration and policy.
  • Understanding of Federal funding agencies and regulatory bodies.
  • Demonstrated ability to manage ambiguity and be able to juggle and prioritize multiple time-sensitive demands in a rapidly changing organization and environment.
  • A collaborative and inclusive professional style, ability to build strategic relationships with staff and faculty at all levels, excellent organizational and communication skills (written, verbal, listening), ability to make strategic connections, and the utmost respect for discretion, confidentiality and professionalism.
  • Broad and deep knowledge and perspective of the University including academic and central administrative functions.
  • Ability and inclination to anticipate future opportunities and consequences.
  • Resonance with the mission and goals of the Office's priorities.
  • Certification in Research Administration field (e.g., CRA or PCRA) required, or ability to obtain within 1 year of start date.
  • Legal or scientific background helpful.
  • Knowledge of research administration and compliance concepts and business processes as well as awareness of the University, including academic and central administrative functions.
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