Job Description: Acts as first point-of-contact for the Office of Sponsored Programs. Works collaboratively with and is the liaison to key employees in campus departments including; Grants Accounting, Purchasing, Provost, Information Technology Services (ITS), Digital Communications, Institutional Marketing, and Facilities Management offices. Manages workflow and tracks priorities for the Director and for the department. Ensures data integrity, determines data for report creation, and works directly with ITS to create new reports. Produces monthly reports detailing all outgoing proposals and incoming awards. Maintains hardcopy and electronic office files on the department shared drive according to USD ITS recommendations and OSP needs. Coordinates and produces OSP Annual Report for website and campus distribution. Provides Cayuse, Cognos, and CITI training to campus community. Assists in ensuring campus community is compliant with University protocols and procedures and external funder requirements. Distributes annual financial conflict of interest forms and project closeout forms via DocuSign and ensures they are completed in a timely manner. Coordinates the scheduling of educational programs and services and assists with the planning and coordination of special events. Provides all facets of department budget management including processing expenses, monitoring balances, and reconciling the department budget. Provides budget reports to Director, detailing budget expense projections and highlighting needed transfers between budget lines. Provides direct administrative assistance to the Director on a wide range of assignments involving the highest level of administrative work with confidential, complex tasks, and projects with competing critical deadlines. Maintains and updates department website, departmental office supplies, and contracts with vendors of office machines. General guidance and direction from the Director of Office of Sponsored Programs (OSP).
Responsibilities
The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job.
Data Management
Manage all files for OSP, including:
Manage electronic and hardcopy office files of proposals, awards, and closed projects, maintaining documentation for the required retention period.
Provide Cayuse, Cognos and CITI training to campus community.
Update Cayuse new user requests, new sponsors requests, new subawardees, and changes to Chairs, Deans, and other approvers.
Serve as point of contact for all ITS troubleshooting (USD Helpdesk, Cayuse, and Cognos).
Manage all reporting done through Cognos, and work with ITS to create new reports as needed.
Maintain department shared drive according to USD ITS recommendations and OSP needs.
Maintain files of University documents commonly requested by funders.
Update Cayuse and shared drive when projects are awarded, extended, closed or declined.
Follow-up with Principal Investigators on pending projects every six months.
Shred historic department records and update department shared drive as record retention dates are met.
Compliance
Coordinate campus award activities and disseminate award information to campus.
Monitor, track and maintain training certificates including Responsible Conduct of Research (RCR), Financial Conflicts of Interest (FCOI) and Institutional Review Board (IRB).
Obtain insurance certificates for active projects and request annual renewals as required by contract terms and conditions.
Process annual Financial Conflict of Interest renewals for externally funded projects which reside in the OSP, and track to ensure they are completed in a timely manner.
Process project closeout forms within 60-days of project close-out via DocuSign, notifying OSP grant administrator and grants and contracts accountant.
Work collaboratively with the OSP team in solving issues related to post award administrative problems and issues.
Support Service and Program Coordination
Collaborate with the Director, Research Development Officer, Budget and Grant Proposal Analyst, and Contract Manager to plan, develop and produce high quality-cost effective OSP services and programs, including:
Write feature articles about faculty and awards for campus dissemination (Newsnotes and others).
Contact appropriate persons, groups etc. and coordinate the scheduling of educational programs and services.
Assist with planning and coordinate catering of special events (workshops, seminars, Research Week at USD, etc.) throughout the year.
Office Management
Oversee daily office duties for department including:
Serve as point-of-contact for all incoming inquiries and concerns (phone, in-person, e-mail) maintaining hospitality, respect, and professional decorum.
Schedule appointments for staff, including coordinating and developing calendars and reserving meeting space.
Contact, schedule and execute contracts for office equipment and services on the University's behalf with approved vendors according to USD's procurement policies and procedures.
Oversee the use, inventory and ordering of department supplies.
Process incoming mail, including time and date stamp.
Compose, design and edit pages for department website.
Coordinate publication of office brochures and educational documents.
Coordinate and produce OSP Annual Report for website and campus distribution.
Maintain OSP Business Continuity Plan using electronic off-site system.
Maintain office machines.
Coordinate authorized signatures with business offices.
Administrative Support Director
Provide direct administrative assistance to the director on a wide range of assignments including confidential matters.
Act as a liaison between department and USD community as appropriate.
Develop, implement and prepare annual client satisfaction surveys.
Other duties as assigned.
Budget Maintenance
Allocate, reconcile and provide support in the management of OSP budget including:
Process all departmental business transactions (i.e. purchase orders, reimbursements, contracts, etc.) to achieve goals with available resources.
Monitor expenditures, transfers and deposits to assure sound fiscal control.
Assist in the preparation of annual budget requests.
Independently prepare expense summaries for major office events.
Prepare budget reports for the office as required.
Reconcile the department budget on a monthly basis.
Minimum three years administrative/executive support experience required, preferably in higher education.
Must have familiarity with accounting/bookkeeping principles and functions.
Experience with Windows, Microsoft Office and all its applications (i.e. Access, Excel, PowerPoint, Word).
Working knowledge of Oracle, Noetix, DocuSign, Google Mail, Cognos, and Cayuse preferred.
Working knowledge of current electronic grants submission requirements for governmental funding agencies preferred. Specifically, Research Affairs Coordinator should be familiar with electronic research administration, Cayuse, as well as submission requirements used by National Science Foundation, Department of Health and Human Services, Department of Education, Department of Energy and Grants.gov.
Performance Expectations: Knowledge, Skills and Abilities
Must demonstrate initiative and ability to stay on top of work and anticipate needs of organization with minimum of supervision.
Possess effective professional, organizational and time-management skills.
Must be flexible and versatile in order to contribute to evolving work situations.
Ability to work independently, be proactive and be able to set priorities in a dynamic environment of regular interruptions, multiple projects, and deadlines.
Ability to effectively trouble-shoot, exercising independent judgment to accommodate the needs of the University by determining proper immediate response to resolve constituents' (i.e. faculty, funders, etc.) concerns or by referring to other appropriate personnel.
Excellent interpersonal skills with a diverse faculty and funder population, including possessing the ability to communicate with clarity and maintain an attitude that conveys professional standards, competence, respect, honesty, and resourcefulness.
Must have ability to establish and maintain effective and productive working relationships with volunteers and staff within a diverse, fast-paced and ever-changing environment
Strong, detail-oriented writing skills including experience in writing and proofreading correspondence, reports, and drafting material for publication
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
The University of San Diego offers a very competitive benefits package, to include medical, dental, vision, a 12% retirement contribution given to you by the University (with three year vesting period), and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
Hours: 37.5 hours weekly
Closing date: June 27, 2018
Note: External job postings will be up for at least five days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is an equal opportunity employer committed to diversity and inclusion and is especially interested in candidates who can contribute to the diversity and excellence of the campus community.
The University of San Diego is a smoking and tobacco-free campus. For more information, visitwww.sandiego.edu/smokefree.
Click Apply Now to complete our online application. In addition, you are strongly recommended to upload a cover letter and resume to your application profile for the hiring managers' review.If you have any questions or difficulties please contact the Employment Services Team at 619-260-6806, or email us at hr@sandiego.edu.
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