Job Description Summary:
As an integral part of the Office of Sponsored Projects (OSP) Award Setup and Subaward Management Team, the Sponsored Projects Manager, Award Set-Up and Quality Assurance (SPM) reporting to the Director, Office of Sponsored Projects will manage the day-to-day operations of the university's award Intake and setup processes and overall quality assurance (QA) within OSP's award setup operation. The SPM provides direction and management to a team comprised of the award intake staff and award analysts. The SPM is responsible for applying best practices to ensure quality measures are achieved by identifying and implementing process improvements.; using effective data management regarding the unit's performance and providing excellent customer service to key stakeholders (leadership, principal investigators and local support) in order to establish the foundation effective future management of individual awards and projects.
The SPM works with Sponsored Project staff and new investigators to ensure smooth transition of existing research portfolios to the university. The SPM acts as a liaison with the award negotiation and acceptance team to ensure timely and accurate transitions of various awards into the university's grant management system and enterprise resource planning grant module. Provides critical prioritizations for awards and the necessary work flow instructions and guidance to his or her staff. Trains new staff and will mentor existing staff. The SPM works collaboratively with staff in all other OSP units, as well as Financial Operations/Grants & Contracts Accounting to address and resolve issues and maintains productive flow of information between all groups on process changes. Specific duties and responsibilities include:
Obtains, applies and maintains expert-level knowledge of the GW and processes, procedures and policies related to sponsored programs including the personnel and organizations involved and the documentation used. Obtain and maintain expert level knowledge of the information required by, and functioning of, the GW Enterprise Accounting System (EAS) and the award tracking subsystems related to award intake and an understanding of the connectedness and systemic nature of all award intake tasks.
Leads quality assurance efforts and works to resolve issues with Award Setup and Subaward Management Team. Ensures proper coordination and completeness of integrated information between award tracking subsystems and EAS and EAS functionality. Ensures functionality, quality, and compliance for Grant Management tool and ERP Grant Module.
Provides mentorship and manages the Intake Team through training and development. Establishes best practices and documents practices.
Identifies areas of improvement, works with Systems Analytic Intelligence Group and Division of Information Technology, and system developers to resolve system issues and to make improvements.
Develops and provides performance/system metrics to leadership monthly and maintains monthly, yearly trends on unit and system performance. Works on special project/portfolios, or major grant programs that have interdisciplinary needs. Works with new investigators and their respective portfolios to ensure transfer to the university is seamless.
Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position.
Supervises the day-to-day operations of the Sponsored Project Administrators II as well as administrative staff. Coordinates deployment of SPA-IIs to accommodate workload, as necessary. Ensures that all employees' workload is equally distributed. Provides guidance to SPA-IIs on complex awards, reviewing accounting reports, projecting balances/expenditures, and other matters. Provides coaching and training to all employees on an ongoing basis. Coordinates any re-locations of direct reports. Spearheads the hiring of Sponsored Project Administrator II vacancies as needed. Makes staffing recommendations to the Lead Sponsored Project Manager/AD. Serves as a role model to other staff.,
Tracks and manages "pipeline" of incoming awards within designated area. Ensures necessary reviews and approvals are occurring according to designed process. Reviews and approves prior approval request as well as requests under Expanded Authority. Manages the award kick offs of complex awards that involve multiple sub awards, multiple co-investigators from different entities, and unusual terms or stipulations. Meets regularly with schools and centers finance/business office to review grants status. Ensures that the transfer of overdraft amounts resulting from unusual circumstances or unanticipated project expenses to the appropriate source of funds is promptly completed prior to the close out of the award.,
Provides input and support of sponsored projects process improvement initiatives at GW. Works to monitor, identify and document issues. Reviews and effectively recommends changes to institutional policies, practices and procedures to improve the efficiency of operations.,
Serves as an advisor to faculty members, School Research Administrators, and other individuals outside of the Office of Sponsored Projects for all aspects of grants, contracts and post-award processes. Provides guidance to PIs as it relates to accessing and reviewing regular accounting reports of project balances and expenditures, as well as projections of future expenditures.,
Performs other work related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties that are logically related to the position
The incumbent generally performs job duties in a normal business office environment. This involves working while sitting at a desk for extended periods of time. The job also includes significant event planning and execution, which requires a significant level of physical activity, including standing, walking, and occasionally lifting office supply items that may weigh up to 20 pounds. Additionally, the incumbent may be required to attend meetings in other offices, or deliver and/or retrieve information from other offices around campus.The ability to operate basic office equipment such as personal computers, duplicating machines, fax machines and standard office telephones may also be required.
Preferred Qualifications: Ability to work effectively in a team environment and the demonstrated willingness to learn and share new ideas.
Familiarity with Oracle financial software and other enterprise computer applications.
Supervisory experience, managing individuals in a dynamic, deadline oriented academic or research environment.
Ability to prioritize workload and work flow under an environment of competing prioritizations amongst the multiple stakeholders.
Demonstrated track record of proven leadership ability through successful project management.
Ability to analytical review work flows, processes, and procedural issues, find solutions, build consensus, and implement solutions.
Strong skills in the following areas:
o Detail oriented
o Customer service
o Communication – written and oral
o Ability to network effectively across groups and personnel within the overall activity process.
o Ability to see the big picture/Organizational Awareness
o Financial analysis
o Familiarity with award grants and contract document elements including scope and terms and conditions.
o Experience with principles, practices, procedures, standard contractual terms, conditions and regulations related to Federal/non-Federal sponsored research in an academic setting and how they impact award life cycle.
Working knowledge of compliance areas that affect sponsored projects (i.e., Export Control, Human Subjects Research, Animal Research, Conflicts of interest, and financial conflict of interest).
Advanced knowledge of OMB Circulars and the administrative requirements, cost principles, and audit requirements for federal awards.
Knowledge of general accounting principles, budgetary processes, and budget reconciliations
Experience with quality assurance and metrics to assess quality
Bachelor's degree in an appropriate area of specialization plus 4 years of relevant professional experience. Degree requirements may be substituted with an equivalent combination of education, training and experience.