AVP, Sponsored Research Programs

The AVP for Sponsored Research Programs and Research Compliance reports to the SVP for Research and Innovation and collaborates closely with the SVP Finance/CFO. This position provides leadership, operational oversight and stewardship across the full lifecycle of sponsored research program administration, encompassing both pre and post award management. The AVP is responsible for designing, refining and implementing efficient, scalable, and compliant operational processes that support the growth, integrity and sustainability of the institution's research enterprise. Key responsibilities include oversight of all aspects of pre-award services and post-award management, including but not limited to grant budget development, submission of just-in-time information, time and effort allocation, expenditure coding, financial tracking and burn rate monitoring, invoicing, and ensuring compliance with sponsor terms and applicable regulations. This position plays a critical role in advancing the institution's research mission by fostering a culture of research excellence, operational efficiency, regulatory integrity, and service-centric support for faculty and investigators. Managing a department of 2-3 Directors and their direct reports, the AVP ensures the effective delivery and continuous improvement of sponsored research services, while cultivating a high-performance culture aligned with the institution's mission and strategic goals.

Essential Functions (Duties and Responsibilities) – Assign a percentage to each essential function (equal to 100%):

• Designing & Refining Operational Processes 25%
• Pre-Award Grant Management 25%
• Post-Award Grant Management 25%
• Regulatory Compliance Administration 15%
• Other 10%

=100%

Knowledge, Skills, and Abilities:

• Deep understanding of federal grant regulations and research compliance guidelines
• Experience with sponsored grant programs and management
• Strong Project management skills to manage multiple tasks and grants simultaneously
• Deep understanding of financial statements, budgeting principles, and cost accounting practices.
• Excellent communication and interpersonal skills to effectively interact with researchers, administrators, and compliance officers
• Proven ability to analyze complex data and identify potential compliance risks
• Legal and ethical understanding of research practices
• Knowledge and experience with business process/data modeling software, Workday and Kuali preferred

Education and Experience:

• Advanced degree in the Sciences and/or Business Administration (e.g. Master's, PhD) is preferred
• A minimum of eight (8) years of finance/accounting experience is required. Additional education may be substituted for some experience
• Comprehensive knowledge of federal and state regulations governing research and sponsored programs and proficiency in administering provisions of 2 CFR 200 (e.g. Uniform Guidance)
• Extensive experience in all facets of pre-award and post-award management including grant budgeting, sub-awards, deadline management, and compliance with institutional and training grant policies. Proficient in all aspects of funding programs and proposal policies, with a strong track record in creating and evaluating budgets for grant applications.
• Articulate and present vital decision-making data and information to senior leadership, leveraging both visual and written forms of communication
• Demonstrated success in leading teams to achieve goals, providing feedback, managing conflicts, and fostering a culture of collaboration. Strong empathy and emotional intelligence.

Environmental Conditions and Physical Demands

• Sitting in a normal seated position for extended periods / Manual dexterity / Visual and auditory acuity / bend, stoop, reach to file and retrieve / Ability to lift 20 pounds
• May require overtime or weekend work during peak processing times to meet deadlines.

Principal Responsibilities:

25% - Refining Operational Proceses

• Work with senior leadership to develop various ways to increase overall grant activity and the number of successful grants across the Arts and Sciences.
• Determine key performance indicators for the Research Development and Grant Administration team. Track KPIs regularly to monitor progress toward goals and ensure a holistic view of team performance.
• Identify strengths and improvement opportunities; develop and oversee the implementation of action plans. Oversee reporting on application submissions and outcomes to leadership.

25% - Pre-Award Grant Management:

• Work to ensure best-in-class project management processes, including assigning tasks and managing the process well-organized; budget support and proposal support are provided to the faculty team.
• Establish, standardize, and regularly assess workflows, communication flow, status tracking, and documentation processes for all Grant Administration tasks, such as new applications, budget development, progress reports for renewals, and just-in-time requests.
• Oversee the internal review process for research proposals, where faculty colleagues and relevant administrative staff provide feedback on the quality and feasibility of the project.

Oversee training and guidance including best practices for writing compelling proposals and navigating complex funding agency guidelines.

25% - Post Award Grant Management (Once the Grant has been Awarded):

• Review and facilitate award ramp-up and implementation with the PI/PD upon receipt from the sponsor.
• Establish internal controls, monitor spending trends, and facilitate corrective actions to stay within budget parameters and sponsored guidelines.
• Ensure regulatory and legal conditions are fulfilled, provide training, and coordinate on-site sponsor monitoring, audits, and grant reviews.
• Ensure costs (direct and indirect) and justifications are within sponsored guidelines (federal, state) and institutional policies.
• Oversee the submission of invoices on time to sponsors, precessing of invoices from sub-awardees, preparation of reports to sponsors, including financial reporting and research outcome reporting
• Oversee the preparation of financial reports for leadership that highlight key metrics and performance indicators.

15% - Compliance Administration

• Develop, implement, and monitor compliance policies and procedures providing guidance and training to researchers and research staff.
• Provide training and education on compliance with research and sponsored program best practices.
• Coordinate with finance staff on grant budget management and financial reporting.

10% - Other

• Represent the Pre-award and Post-award team throughout the organization, interacting with Department Chairs, Department Administrators, leaders of central financial and sponsored projects offices, and others.

Address escalated issues and concerns, especially complex matters related to large, multi-PI grants, to ensure faculty are fully supported in research development efforts.