Manager, Sponsored Programs

Overview

GENERAL NATURE OF POSITION:

The SJSU Research Foundation Office of Sponsored Programs (OSP) partners with the SJSU Office of Research to assist faculty in the pursuit of external funding for sponsored research, service projects, and other discretionary activities. Fully committed to delivering best in class services, OSP serves as the central coordination point for all grants and contracts, and partners with principal investigators (PIs) to ensure compliance with federal, state, and institutional policies.

As a member of the OSP team, work directly with faculty on the creation and development of grant proposals and in the negotiation of grant and contract awards for research, training and other projects of San Jose State University (SJSU). The OSP manager will provide pre-award services in various aspects of the proposal preparation and submission phase, including interpretation of the sponsoring agency's guidelines, budget development, coordination of required approvals, and regulation and compliance requirements. The position also provides post-award services including accounting oversight, and grant and contract management including budget and project forecast management, interpret and analyze regulations to a large volume of complex and restricted funds from a variety of sponsors such as federal, state, profit, nonprofit and local government agencies.

ESSENTIAL DUTIES & RESPONSIBILITIES:

1. Assist faculty in developing competitive proposals. Develop complex multiyear budgets that are consistent with objectives stated in proposal narrative as well as the policies of SJSU, the SJSU Research Foundation (Research Foundation), the California State University system (CSU), and sponsoring agency. Provide editorial and writing assistance as appropriate. Assist faculty in developing concept papers to submit to potential sponsors.

2. Analyze and negotiate complex contractual documents on behalf of the Research Foundation. Ensure that terms and conditions are acceptable to SJSU and the Research Foundation. Interface with sponsor contracting officers to ensure that the University’s rights are protected and the legal interests of the Research Foundation is represented.

3. Advise faculty, the authorized signers, and university officers, as appropriate, regarding potential risks, irregularities of proposal applications, and responsibilities. Prepare and negotiate subcontract documents and if applicable ensure documents are in compliance with Uniform Guidance terms and conditions and other required federal regulations.

4. Individually meet with faculty to introduce them into the sponsored program arena and provide one-on-one, personalized service. Inform faculty on the availability of resources within and outside the Research Foundation.

5. Cultivate and maintain positive working relationships with external sponsor agencies. Guide faculty to appropriate agency contacts to discuss proposals prior to submission, often making initial contact for the faculty. Make contacts with federal agency representatives to develop SJSU presence when visiting sponsors and conferences. Promote and facilitate cooperation among colleges and with community members such as local government, local Foundations and industry.

6. Work with faculty to resubmit denied proposals. Evaluate comments from sponsors and meet with faculty to address proposal weaknesses and revise proposal for resubmission. Review federal, state, profit and non-profit announcements and other publications to remain current on funding opportunities and trends.

7. Provides post-award administrative support including, project account establishment, day to day budget management, analyze contractual agreements and grant awards to determine administrative restrictions. Provide financial compliance oversight and work with principal investigator and sponsor agency to discuss budget revision if necessary.

8. Manage funded projects with consideration to audits and compliance with the policies and procedures of SJSU, Research Foundation, CSU, and when applicable, OMB circulars, Federal Acquisition Regulations (FAR), and other federal and state guidelines. Assist in annual and other project audits as needed.

9. Review, audit and approve expenditures and source documentations, including cost transfers with consideration to sponsor restrictions, regulatory compliance (allowability), and availability of funds. Monitor project expenditures, analyze variance of actual costs versus budget. Maintain updated cost projections according to project dates, status of accounts, and availability of funds with consideration to maintaining workforce and project costs.

10. In partnership with an accounts receivable team member, monitor account cash flow, analyze variance of revenue to expenditures, and manage account invoicing for special projects if necessary. Also work with the Financial Analyst for revenue projection.

11. Ensure proper financial accounting, including preparation and filing of financial reports, timely submission of the technical progress reports or deliverables by principal investigators in accordance with grant guidelines or contract provisions.

12. Monitor and document cash and in-kind costs share contribution or leveraging; review and monitor subcontracts; and responsible for project close out to ensure contractual obligations and compliance requirements are met.

13. Regularly contribute to the OSP monthly bulletin, participate in the development of departmental policies and procedures, contribute to the reports on proposal and award activity for distribution to faculty and administrators.

14. Perform other job-related duties as assigned.

INTERPERSONAL CONTACTS:

• Reports to Sr. Sponsored Programs Manager
• Develop and maintain effective working relationships with internal staff and departments, Principal Investigators, SJSU VP for Research and Innovation, AVP for Research, college deans, departmental chairs, and sponsor agencies on a regular basis.

SUPERVISORY RESPONSIBILITIES:

• None, although may be called upon for advice and direction by others.

QUALIFICATIONS:

Education and Experience

• Bachelor’s degree required.
• A minimum of 2 to 3 years of work experience of increasingly progressive Project Management responsibilities is required.
• Minimum of 2 to 3 years’ experience in a progressively responsible fiscal, accounting and budget management or closely related position in contracts and grants administration is required.
• Experience in a contracts and grants administration at a foundation, university, or other-non-profit organization is preferred.
• Experience in electronic research administration is preferred.
• Knowledge of 2-CFR-200 (OMB Uniform Guidance) and FAR regulations is preferred.

Knowledge, Skills, Abilities Required

• The position requires strong verbal and written communications skills, organizational and time management skills with a focus on multi-tasking, prioritization and adaptability.
• Thorough knowledge of current computer and office automation equipment and software required. Must be proficient in the use of MS Office (Word, Excel, Access, Gmail, Outlook), Internet browsers, windows or other applicable software packages.
• Thorough knowledge and understanding of pre-award requirements, government relations and principles applicable to contracts and grants.
• Excellent communication and writing skills required.
• Demonstrated ability to cultivate and maintain positive working relationships with Research Foundation colleagues, faculty and representatives of various organizations and 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 pace environment, and handle multiple deadlines and tasks with diplomacy under pressure.
• Excellent judgment, independent creative problem solving skills.
• Accuracy in the development of complex multiyear budgets.

Complexity of Duties

• Works on a variety of problems of complex scope where analysis of data or solutions requires an evaluation of intangible, variance factors. Exercises 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 additional costs and personnel, and serious delays in overall schedule.

Physical Requirements

• Must be able to operate a PC including mouse and keyboard.
• Must be able to operate a ten-key adding machine.
• Must be able to operate general office equipment.
• Must be able to sit for extended periods of time.
• Visual acuity associated with concentrated computer use

NOTE: This position description intends to describe the general nature and level of work being performed by people assigned to this job. It is not intended to include all duties and responsibilities. The order in which duties and responsibilities are listed is not significant.

IF INTERESTED, PLEASE APPLY AT: https://www.indeed.com/q-SAN-Jose-State-University-Research-Foundation-jobs.html?vjk=7544925c85105171

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BENEFITS:

The comprehensive benefit package includes:

• Nine company subsidized CAL Pers health insurance plans to choose from (employee contributions differ according to plan and level of coverage)
• Free dental and vision for both employee and eligible dependents
• Life, AD&D, LTD with supplemental coverage opportunities
• 13 paid Federal & State Holidays
• Retirement Plan: 403 (b) employee contribution plan component and a 403 (b) employer Contribution component, which vests immediately
• Vacation hours accruals and separate sick hours accumulations.
• Employee Discounts
• Paid Training and Conferences

APPLICATION PROCEDURE

To apply for this position, an applicant must submit a formal application for employment, as well as a resume and a cover letter. The applicant may do this via e-mail or by regular mail. The formal employment application is located at

http://www.sjsu.edu/researchfoundation/docs/Employment%20Application.pdf

It may also be obtained from the Research Foundation through its website at http://www.sjsu.edu/researchfoundation/open/index.html.

An applicant may also apply in person by visiting the Research Foundation, located at

210 North 4th Street, 3rd Floor,

San Jose, CA (corner of St. James and North 4th Streets)

Please address your formal application, your resume and your letter of interest directly to:

San Jose State University Research Foundation

Attn: HR/Job Code OSP MGR

210 North 4th Street

San Jose, CA 95112

Reasonable Accommodation

The San José State Research Foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with physical or mental disabilities in the employment, recruitment, examination, hiring and interviewing processes. If you are a job seeker with a physical or mental disability and require a reasonable accommodation to search, apply, or interview for a job opening or otherwise need a reasonable accommodation during the application and hiring process, please contact us at email address on our company website. In the email message, please indicate your full name, phone number and the type of assistance required. You must not reveal the underlying medical reason for your needed reasonable accommodation or otherwise disclose confidential medical information. You may also call (408) 924-1400 from 8:00am to 5:00pm (PST), Monday through Friday, excluding holidays, to get assistance.

The Research Foundation provides excellent benefits package to benefited employees. Please visit http://www.sjsu.edu/researchfoundation/humanresources/healthbenefits/index.html to get more details.

Research Foundation employment is separate and distinct from San Jose State University or State of California employment. Research Foundation employees are not employees of either SJSU or of the state of California.

The San Jose State University Research Foundation (SJSURF) is a non-profit auxiliary of San Jose State University. SJSURF is totally self supported. The majority of the organization’s funding comes from the federal government, and other public and private entities. With annual revenues totaling over $65 million, programs managed through SJSURF cover a rich diversity of applied research, public services, and educational related activities.

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.

A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the SJSURF. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current SJSURF employees who apply for the position.

Benefits:

• Dental Insurance
• Disability Insurance
• Employee Assistance Program
• Employee Discount
• Flexible Spending Account
• Health Insurance
• Life Insurance
• Paid Time Off
• Retirement Plan
• Vision Insurance

Schedule:

• Monday to Friday

Experience:

• fiscal, accounting: 2 years (Preferred)
• project management: 2 years (Preferred)

Education:

• Bachelor's (Required)

Location:

• San Jose, CA 95112 (Preferred)

Work Location:

• One location

This Job Is Ideal for Someone Who Is:

• Innovative -- prefers working in unconventional ways or on tasks that require creativity
• People-oriented -- enjoys interacting with people and working on group projects
• Achievement-oriented -- enjoys taking on challenges, even if they might fail

Company's website:

• https://www.sjsu.edu/researchfoundation/open/index.html

Work Remotely:

• Temporarily due to COVID-19

If you require alternative methods of application or screening, you must approach the employer directly to request this as Indeed is not responsible for the employer's application process.