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Associate Director, Office of Sponsored Programs

Company: San Jose State University Research Foundation
Location: San Jose
Posted on: October 16, 2019

Job Description:

of 5




As a senior level member of the OSP leadership team, actively partners and assists the Director of
OSP in developing and implementing pre-award and post-award strategies, policies, programs, and
procedures. Will actively participate and collaborate in developing and implementing new or
modified processes that promote efficiencies and productivity.

The incumbent will provide overall management and oversight of approximately 200+ OSP
accounts supporting sponsored grants or contract. The incumbent is directly responsible to actively
supervise a team of Sponsored Programs Managers, OSP assistants, and student assistants.
of 5

The incumbent will also establish and maintain professional and effective communications,
personally as well as across a number of platforms, with internal and external customers, including
SJSU administrators, faculty, and community partners.


1) Provide active oversight and hands on supervision to a team of Sponsored Programs Managers.
Assist Director of OSP in developing and implementing pre-award and post-award strategies,
policies, programs, and procedures. Also responsible to develop and implement new or modified
processes that promote efficiencies and productivity, including direct oversight and assistance in
the development and writing processes for grants and contracts.

2) Provide direct and hands-on supervision and direction to self-support team.

3) Provide exemplary customer service to all customers and clients, internal and external; to
sponsors, administrators, faculty, researchers and staff by providing pre-award and post-award
compliance functional knowledge, assistance, and do so in with expedient follow-up and problem
identification and resolution.

4) Monitor compliance at differing stages of the external funding life-cycle to ensure compliance
of federal, state, and local regulations, as well as CSU, SJSU, and sponsor requirements, guidelines,
policies, and procedures.

a) Review OSP policies and procedures components for inclusion and adherence to
compliance guidance.
b) Update policies and communicate, as appropriate.
c) Review proposals and awards for adherence to compliance requirements.
d) Review contract and subcontract templates for inclusion of applicable and mandatory
clauses on an ongoing basis.
e) Create, review, and negotiate contracts and subcontracts, including budgeting and
editing, and ensuring that terms are acceptable to SJSURF and the California State
University system.
f) Provide proposal processing and award transition oversight.
g) Provide sub-recipient monitoring support such as sub-recipient pre-award information
review and subcontractor risk assessment.
h) Manage quarterly and monthly pre-audit checklists.
i) Assist with the preparation of responses to auditor requests for information.

5) Oversee and lead Sponsored Programs Managers to track and monitor account cash flow,
analyze variance of revenue to expenditures, and assist the Financial Analyst in revenue projection.

6) Oversee and lead Sponsored Programs Managers in preparing financial reports and ensuring
timely technical reporting in accordance with sponsor requirements; monitor and document cash
and in-kind leveraging; administer federal flow down subcontracts.

7) Oversee and lead Sponsored Programs Managers in reviewing and approving all expenditures
and cost transfers with consideration to sponsor restrictions, regulatory compliance (allowability),
and availability of funds.

8) Actively participate and collaborate with senior administration in creation and development
and implementation of strategies, policies, and processes to promote grants and contracts that
support the Research Foundation s objectives. of 5


9) Provide financial and administrative oversight of sponsored contracts and grants. Ensure proper
financial and other institutional reporting. Establish and maintain professional and effective
communications and cooperative working relationships with University administrators, faculty,
staff, federal, state and private agencies.

10) Administer and interpret applicable federal and state laws and regulations including agency
guidelines for grants management and sponsored research including NSF, US DOE, NIH, NEA
and NEH and knowledge of Uniform Guidance.

11) Collaborate with the Information Services department in identifying funding sources and
opportunities for faculty including preparing reports and studies regarding opportunities for
external funding for research, review criteria and funding targets for proposal activity.

13) Perform other duties, as assigned.



1) Reports to Director, Office of Sponsored Programs.
2) Actively interacts with Research Foundation auditors and individual project auditors.
3) Actively interacts with AVP of Research, College Deans, Department Chairpersons, faculty,
other university personnel, and sponsor agencies on a regular basis.



Provides hands-on supervision and oversight to a team of Sponsored Programs Managers, student
assistants and others in the department.



Bachelor s degree in related field or equivalent is required; advanced degree desired.
Minimum five years experience in research administration; familiarity with issues of
research compliance; knowledge of federal agency practices, regulations and policies.
Evidence of leadership experience and success in comparable situations.




Thorough knowledge and understanding of research administration, government relations
and principles applicable to contracts and grants.
Knowledge of Uniform Guidance and FAR regulations.
Demonstrated excellent communication and writing skills.
Excellent interpersonal skills to develop and maintain cooperative and productive
working relationships with colleagues, administration, faculty, and representatives of
various organizations and agencies.
Ability to cultivate and maintain positive working relationships with external sponsor
agencies.
Ability to prioritize tasks, to work independently, to maintain confidentiality, and to take
initiative to improve upon current operations.
Ability to work in an unusually fast paced environment, and handle multiple deadlines
and tasks with diplomacy under pressure. of 5

Excellent judgment, independent creative problem solving skills.
Accuracy in the development of complex multiyear budgets


Work on a variety of problems of complex scope where analysis of data or solutions
requires an evaluation of intangible, variance factors. Exercise independent judgment in
developing methods and evaluating criteria for achieved results.
Must be able to act on critical issues in an independent manner.
Erroneous decisions or recommendations, or failure to get results would cause serious
costs, adversely impact personnel and operations as well as program.


Must be able to operate a PC including mouse and keyboard.

SAN JOSE STATE UNIVERSITY RESEARCH FOUNDATION is an Equal Opportunity Employer and does not
discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status,
age, national origin, ancestry, physical or mental disability, medical condition, sex, genetic information, sexual
orientation, military and veteran status or any other consideration made unlawful by federal, state, or local laws. It
also prohibits unlawful discrimination based on the perception that anyone has any of those characteristics, or is
associated with a person who has or is perceived as having any of those characteristics.

Keywords: San Jose State University Research Foundation, Santa Cruz , Associate Director, Office of Sponsored Programs, Administration, Clerical , San Jose, California

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