The Assistant Subaward Administrator (ASA) will serve as a member of the team in the Office of Research and Project Administration (ORPA), reporting to the Subaward Administrator to provide timely, high quality, and coordinated research administrative services to University faculty and research staff. The ASA, as a member of the University’s central organization charged with overseeing the institution’s research administration processes, is primarily responsible for preparing, negotiating and overseeing subawards, and working with Princeton’s Finance and Treasury Office to manage the purchase order and invoicing process for subawards.
The ASA is responsible for advising and assisting department administrators, principal investigators, and staff; interpreting and explaining award terms and conditions, and assisting in the resolution of inquiries that develop in the course of projects by consulting with department administrators, Finance & Treasury, principal investigator(s), staff, sponsors, and subrecipients. Working in conjunction with the Subaward Administrator, the ASA will partner with university departments, laboratories, and centers and educate them regarding institutional processes.
The ASA must have a strong service orientation, proven problem solving abilities, demonstrated oral and written communication skills, ability to multi-task and prioritize efficiently, and the ability to work collaboratively and effectively with central departments, faculty, staff, students, sponsors, and subrecipients. As a professional staff member, the ASA is an advocate for proactive, responsive, and effective research administration processes. The ASA must be energetic and able to function effectively and independently in a fast-moving environment subject to external pressure and frequent interruptions. The ASA is expected to provide back-up support for their colleagues and develop ideas for increasingly effective service.
Advise faculty investigators and departmental administrators about University policies and procedures for issuing and managing subawards, including preparation and submission of requests to ORPA.
Review prime award terms and conditions and develop appropriate subaward documents to be issued to subrecipient institutions/organizations
Represent the University to subrecipient institutions/organizations and negotiate terms with subrecipient institutions/organizations, with guidance from or referral to the Director, Assistant Director of Grants and Contracts, and Subaward Administrator as necessary; this activity may require consultation with staff from the offices of Technology Licensing, Risk Management, Finance and Treasury, and the General Counsel.
Monitor progress of negotiations to meet ORPA’s goal of expedient customer service to investigators.
Working under the direction of the Subaward Administrator, develop model subaward agreements and modifications for future use based upon successful negotiations.
Ensure adherence to the University’s subaward policies through effective monitoring with low risk to the University.
Effect quality control standards for full execution of subaward documents by confirming equivalent funding allocations in the University’s financial accounting system via appropriate management of PS Grants, working with the SRA analysts and departmental administrators as required and authorizing release of funds for this purpose when appropriate.
Manage the subaward and invoice process from internal desk review and route notification to investigator for review and approval to authorized release of funding to ensuring timely payment to subrecipients.
Maintain electronic document archive (OnBase) and tracking data systems for quality assurance, internal/external audit requirements, and reporting metrics; conduct data analysis and draft special reports.
Issue agreement modifications to subrecipients as requested by the investigators and department administrators.
Manage closeout process to ensure adherence to reporting requirements and timely closeout of all subawards, in order for prime awards to close on time.
Attend local and regional meetings of professional research administrators and keep abreast of changes in sponsor requirements and legislation affecting sponsored programs.
Undertake other projects as assigned.
Coordination and payment of subaward invoices, including appropriate follow-up when payment was delayed.
Under the direction of the Subaward Administrator update or modify the Subaward Policy.
Under the direction of the Subaward Administrator, update as needed Standard Operating Procedures for the entire Subaward Process.
Participate in developing and providing training on sponsored research, including all aspects of the subaward lifecycle, to the campus community.
Assist the Senior ERA Manager in testing award and subaward enhancements and upgrades to PS Grants, Coeus proposals, and IW Sponsored Research reports.
Knowledge of research administration principles, policies and procedures, as well as pertinent federal regulations such as OMB Uniform Administrative Requirements, Cost Principles , and Audit Requirements for Federal Awards (Uniform Guidance), Federal Funding Accountability and Transparency Act (FFATA) reporting requirements, the NIH Grants Policy Statement, the Federation Demonstration Partnership, patent and copyright law, and cost accounting standards.
Knowledge of nonfederal sponsors and best practices in working with nonfederal sponsors, including industry, foundations and foreign sponsors
Ability to draft contracts and other agreements, effectively using knowledge of prime award terms, core University principles, policies and processes.
Experience with research administration in an academic setting is highly desirable.
Strong oral and written communication skills; analytical problem solving ability, emotional maturity and ability to provide high quality service in a timely manner
Ability to interpret and communicate policies effectively.
Ability to exercise good judgment, deal with ambiguity, and willingly explore alternatives and exceptions.
Ability to work effectively, prioritize and be flexible in a high-paced, high-volume professional environment, and to conclude negotiations and execute awards in a timely manner.
Ability to analyze complex situations, identify workable solutions/alternatives and make appropriate determinations and/or recommendations resulting in minimal risk to the University;
Ability to develop and maintain effective working relationships in a diverse, multicultural, multilayered environment. Frequent interaction with faculty members, staff, students and research community representatives.
Fluency in internal and external systems that support research administration
Excellent writing skills and attention to detail
Ability to take initiative and work independently, consulting with appropriate parties as needed.
Ability to effectively balance customer service with regulatory compliance.
Willingness to work the hours necessary to accomplish the job.
Ability to provide high quality customer service. Maintain professional communication at all times with faculty, department administrators, central administrators, subrecipients, and sponsor representatives by providing regular status updates. Responds to voicemails, emails, and other correspondence in a timely fashion.
Ability to work effectively and collaboratively in a team environment. Work with ORPA staff in identifying areas for improvement in office procedures and policies and creating and implementing new methods. Willingness to take on special projects or additional duties as needed.
Understanding of University’s objectives, policies, organization and procedures is helpful.
Bachelor's degree required or minimum of 4-6 year of related experience.
Experience in a university environment preferred.
Knowledge of the Coeus application and PeopleSoft Financial systems is desirable.
Working knowledge of PCs, including Microsoft Word, Excel, PowerPoint, Outlook, OnBase, and the Internet.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW