Director, Internal Research and Supporting Programs

4 weeks ago

Woods Hole, United States Woods Hole Oceanographic Institution Full time

Job Summary:

The Woods Hole Oceanographic Insitution is seeking a Director, Internal Research and Supporting Programs. Reporting to the Deputy Director and Vice President for Science and Engineering (DD-VPSE), serves as the primary contact for all internal funding resources (agency, foundation, philanthropy, etc.) and administrative matters related to internal research projects, as well as regarding key supporting programs and activities such as cost-share, external fees, Intergovernmental Personnel Act (IPA) positions, etc.

Provides information, analysis, and advice to the DDVPSE to support decisions, actions, and problem solving while fostering a culture of research excellence and ensuring compliance with Institution policy and government regulations. Will be supported by (and supervise) the Associate Director of Internal Research and Supporting Programs. This is a full-time, exempt position and is eligible for full benefits.

Essential Functions and Responsibilities:

Strategic Leadership

  • In collaboration with DD-VPSE and others in senior leadership, develops and executes a strategic vision and roadmap for the internal research program and supporting programs in alignment with the institutions goals, objectives, and funding strategies.
  • Continuously evaluates and refines the internal research program based on available funds, process and procedure changes and policies. Works with Finance on analyses of internal program budgets.
  • Collaborates with the Development team to leverage potential donor funding by providing reports and project information on internal award recipients and reviewing program criteria based on the donor specifications.
  • Oversees and updates the DD-VPSE policies and procedures, working closely with Compliance Officer, Office of General Counsel, and other relevant offices.
  • Budgets for Discretionary accounts (Individual, Department, DD-VPSE, & Presidents), Specific Committees, Emeritus accounts, Startup accounts, Chair Step Down support, and Research Base accounts for DD-VPSE and Presidents offices. Evaluate the use of unrestricted and restricted funds in various Internal programs.
  • Develops annual budget plans with academic department staff to synchronize internal support needs, institutional budgeting, and program capabilities.

Internal Research and Program Management

As determined by funds available and programs chosen, lead the announcement of calls for proposals, call for internal pre-proposals for all internal calls for proposals and nominations overseen and administered by the DD-VPSE.

  • Establish clear guidelines, eligibility criteria, and submission procedures for award nominations.
  • Promote awareness and participation in award programs through effective communication strategies, including email announcements, internal webpage postings, and staff meetings.
  • Facilitate the review and evaluation processes of internal awards by coordinating review committees ensuring fairness and confidentiality in the selection process,and compiling reviews and providing feedback to Principal Investigators on the review outcomes.
  • Provide account detailed information to Grant and Contract Management Services or Finance to have accounts established, budgets loaded, and award terms and conditions sent to the awardees, which accounts to close or extend, and actions to take with remaining funds.
  • Review new scientific hire startup requests for the required information and that the requests are compliant with WHOI policy. Provide information to Finance to establish accounts and monitor account spending with Department Administrators. Send award memos to PIs. Evaluate no cost extension requests and changes in spending and report to DD-DVPSE for final decision.
  • Receive, review, and budget all requests for cost share funds required by WHOI to provide as required by external sponsoring agencies. Determine source of funding for the cost share funds for awarded projects.
  • Receive and review all Investment in Science Program proposals. Provide recommendations to the DD-VPSE, determine appropriate source account and monitor spending and reporting.
  • Obtain yearly fee distribution from accounting, compute individual fee rebates and communicate necessary information for account establishment. Sends memos to awardees and monitor spending.
  • Review and discuss with DD-VPSE no cost extension requests on internal awards. Communicate decisions to individuals and Grants and Contract Services and Department Administration.

Communication

  • Communicate with Grant and Contracts Services post award and pre award personnel regarding internal programs, external program with cost share and fee requirements and use of WHOI grants management system.
  • Communicate with IS analyst to ensure the correct instructions are provided to users of the Grants Management system and to request budgets for Sr. Management proposals.
  • Point of contact with external agencies for Interpersonal (IPA) assignment, determine costs and provide required documents.
  • With the Science Department Administrative staff, monitor internal project budgets throughout the lifecycle of internal research projects, tracking expenditures, encumbrances, monitoring fund balances, ensuring compliance with budgetary guidelines and restrictions.
  • Update the DD-VPSE webpages for calls for proposals and nominations, special programs, policies and procedures.
  • Answer a wide range of questions from PIs, Department Administration, Senior Management personnel, Finance and Accounting, Grant and Contract Services, and Development.

Non-Essential Functions

Performs other duties as assigned.

Education & Experience:
  • Bachelor's or Masters degree in a scientific field or in business administration, public administration, finance, or a related field. Experience with scientific research is a plus.
  • Minimum of 3-5 years of experience in research administration, grants management, or related field, preferably in an academic or scientific research environment.
  • Strong strategic planning, organization, and project management skills, with the ability to effectively prioritize and manage multiple initiatives.
  • Excellent communication and interpersonal skills, with the ability to collaborate effectively across multidisciplinary teams.
  • Knowledge of budget preparation, grants management and proposal preparation is essential.
  • Proficiency in research administration software and tools, such as grants management systems, electronic proposal submission platforms, and financial management software.
  • Familiarity with WHOI processes and procedures, as well as its culture, is an advantage.
  • Must have superior mathematical, analytical, and statistical abilities, including advanced skills in Microsoft Excel, Word, Power Point, and Adobe Acrobat.


Physical Requirements:

Physical duties for this position include but are not limited to, ability to lift less than 25 lbs independently and carry 0-10 lbs independently. Other physical tasks are mostly sedentary; use of hands for basic/fine grasping and manipulation, and repetitive motion. Other occupational requirements include talking, working around others, with others, and independently. Physical duties are subject to change.

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