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Sponsored Programs Administrator

2 months ago

Honolulu, Hawaii, United States University of Hawai'i Full time
Job Summary

We are seeking a highly skilled and experienced Extramural Proposal Specialist to join our team at the University of Hawai'i. The successful candidate will be responsible for assisting faculty and staff in the preparation of major sponsored program proposals to extramural sponsors.

Key Responsibilities
  • Proposal Preparation and Submission: Assist faculty and staff in the preparation of major sponsored program proposals to extramural sponsors, ensuring compliance with funding solicitation, applicable governmental laws, rules and regulations, and sponsor and UH policies.
  • Proposal Review and Compliance: Review, identify, and determine whether all aspects of the proposal and budget are in compliance with the funding solicitation, applicable governmental laws, rules and regulations, and sponsor and UH policies.
  • Authorized Representative: Accept delegated authority to act as the UH's authorized organizational representative to sign and submit proposals and to review and authorize post-award proposal modifications.
  • Certifications and Agreements: Review and ensure conformance to required institutional certifications such as lobbying, debarment, etc. and sign such certifications on behalf of the ORS Director.
  • Award Administration: Review and recommend acceptance and/or rejection of extramural award agreements, modifications and related documents.
  • Consultation and Interpretation: Consult with PI's other relevant UH personnel to understand the needs of the program and resolve any questions or issues related to the terms and conditions of sponsored contracts, grants, cooperative, or other agreements.
  • Regulatory Compliance: Interpret applicable rules and regulations for extramural awards, including but not limited to, Office of Management and Budget (OMB) regulations and the Uniformed Guidance (2 CFR 200).
  • Financial and Technical Review: Identify and determine whether financial, technical and legal award terms are acceptable to UH and in compliance with applicable governmental laws, rules and regulations, and UH policies.
  • Term Negotiation: Ensure that the PI/relevant UH personnel are aware of and understand terms unacceptable to the UH that are deemed non-negotiable by extramural sponsors, such as indemnification, jurisdiction and choice of law.
  • Document Preparation: Draft or provide alternate provisions to unacceptable terms and negotiate such terms with extramural sponsors.
  • Post-Award Administration: Review requests for post-award changes and act as institutional liaison with extramural sponsors for post-award changes that require institutional oversight, and signs any necessary certifications on behalf of the ORS Director where covered by delegated authority.
  • Advice and Recommendations: Provide advice, recommendations and alternative solutions to UH personnel on post-award administration, including interpretation of extramural sponsor guidelines, applicable governmental regulations, and UH policies.
  • Compliance and Reporting: Follow up with appropriate UH personnel to ensure compliance with award requirements, e.g., required reports.
  • Training and Development: Conduct training for ORS staff, UH investigators and others on extramural proposals and awards, and related matters, including but not limited to, rules and regulations, and UH policies and procedures.
  • Correspondence and Reporting: Draft correspondence for ORS Director or others on matters pertaining to extramural awards.
  • Project Management: Maintain up-to-date pending and completed proposal, award and post-award project data for all workload assignments, and upon request, provides periodic reports of individual workload status and progress for administrative and institutional use.
  • System Testing: Participate in testing of institutional systems related to extramural proposals and awards, and reports on testing results clearly and in a timely manner.
Requirements
  • Education: Possession of a baccalaureate degree in any field and 3 year(s) of progressively responsible professional experience with responsibilities for extramural proposals and award administration; or equivalent education/training or experience.
  • Knowledge and Skills: Considerable working knowledge of principles, practices and techniques in the area of extramural proposal and award administration as demonstrated by the broad knowledge of the full range of pertinent standard and evolving concepts, principles and methodologies.
  • Regulatory Knowledge: Considerable working knowledge and understanding of applicable governmental laws, rules, regulations and theories and systems associated with extramural proposal and award administration.
  • Problem-Solving: Demonstrated ability to resolve wide ranging complex problems through the use of creative reasoning and logic to accurately determine the cause of the problems and the resolution of the problems in an effective, innovative and timely manner.
  • Communication: Demonstrated ability to interpret and present information and ideas clearly and accurately in writing, verbally and by preparation of reports and other materials.
  • Relationship Building: Demonstrated ability to establish and maintain effective working relationships with internal and external organizations, groups, team leaders and members, and individuals.
  • Technical Skills: Demonstrated ability to operate a personal computer and apply word processing software.
  • Supervisory Experience: For supervisory work, demonstrated ability to lead subordinates, manage work priorities and projects, and manage employee relations.
  • Equivalent Combination: Any equivalent combination of education and/or professional work experience which provides the required education, knowledge, skills and abilities as indicated.
Desirable Qualifications
  • Advanced Education: Master's degree in related field or Juris Doctorate.
  • Knowledge and Experience: Knowledge of methods, procedures, and techniques involved in extramural proposal preparation and submission at higher education institutions and/or non-profit organizations.
  • Legal Knowledge: Experience in legal issues facing institutions of higher education, including by not limited to, extramural award administration, intellectual property, copyrights and disclosure of information.
  • UH Knowledge: Knowledge of UH, governmental laws, rules and regulations, policies and procedures and practices relating to extramural proposal and awards.
  • Electronic Systems: Knowledge and experience with federal and/or UH electronic research administration systems.