Assistant Vice President of Central Sponsored Programs Administration

Overview

Oklahoma State University is committed to the pursuit, discovery, and dissemination of new knowledge and technologies through research, scholarship, creative activities, and technology transfer for the benefit of the people of the state of Oklahoma, the nation, and the world. The Central Sponsored Programs Administration unit contributes directly to this mission by providing comprehensive support to faculty and staff in the administration of externally sponsored projects and research.

Central Sponsored Programs Administration (CSPA) resides within the Division of the Vice President for Research and, along with the Office of University Research Compliance, Office of Technology Commercialization, and Core Research Facilities, comprises OSU’s central research operations. CSPA leads pre-award research administration activities at the University level, including coordination of the various college-level sponsored programs offices; routing management, review, and approval of all proposals originating in college sponsored programs offices; development, review, and submission of proposals originating centrally; contract negotiation and approval; internal and external reporting; coordination with the University’s Grants and Contracts Financial Administration; and optimization of the University’s electronic research administration systems. Additionally, CSPA accepts funding on behalf of the University for research, instruction, and other sponsored activity. University faculty submit over 1,100 proposals per year and in FY22 received more than $157M in funding. CSPA is comprised of three components: Proposal Development/Grant Writing, Contract Negotiations, and Electronic Research Administration.

We are seeking an Assistant Vice President of Central Sponsored Programs Administration (AVP-CSPA) to lead CSPA. The AVP-CSPA oversees and directs pre-award activities as described above, and ensures compliance with all federal, state, sponsor, and institutional policies and regulations for academic research and sponsored projects. The AVP-CSPA is a senior administrative officer at OSU who promotes and supports sponsored programs across the University. Because of the AVP-CSPA’s expertise in interpretation of regulations and contract negotiation, the position has signature authority for agreements related to sponsored projects at the University. The AVP-CSPA reports to the Associate Vice President for Research.

Core Responsibilities:

1. Direct and coordinate staff, systems, and business processes related to the review, approval, and submission of sponsored program proposals, negotiation of sponsored program agreements and contracts, and processing of sponsored program awards.
   • In partnership with relevant peers and stakeholders within central administration and across the University, develop and improve processes and systems that support the University in the efficient and effective submission of proposals and execution and processing of contractual agreements.
   • Assist sponsored program staff with completing agency forms, assurances, and certifications, and provide institutional statistics related to external funding.
   • Monitor, administer, and help revise relevant institutional policies and procedures related to research and sponsored projects to serve faculty’s research endeavors and meet the ever-changing compliance requirements of sponsors more effectively.
   • Participate in the negotiation/navigation of complex contractual and compliance issues that arise from sponsored program proposals and agreements.
   • Serve as Authorized Organizational Representative (AOR) on all proposals and contracts for sponsored activities.
2. Cultivate education and training opportunities for the University research community.
   • Plan and deliver regular workshops and training programs to professional staff located in college sponsored programs offices (~45 staff).
   • Develop and implement a multiweek onboarding training course/program for newly hired pre-award sponsored program specialists to ensure effective services are provided to faculty, staff, and students.
   • Coordinate and implement a Certified Research Administration (CRA) study group which includes personnel from multiple units to reinforce a collaborative environment and increase grant knowledge campuswide.
   • Work with CSPA’s grant writers to develop and deliver regular workshops for faculty to plan, develop, and write grant proposals.
   • Meet routinely with research administration colleagues through scheduled quarterly community meetings. These quarterly meetings are community driven and provide opportunities to share ideas for process improvement and resolving specific challenges.
3. Provide expert guidance on sponsored program matters by interpreting, clarifying, and disseminating information to colleagues with varying levels of knowledge and experience.
   • Monitor relevant government regulations and compliance requirements and serve as an expert resource by explaining and applying governmental research regulations.
   • Attend and present at relevant professional society meetings and conferences (e.g., NCURA, COGR, UIDP etc.).
   • Provide input on institutional compliance efforts related to sponsored programs.
   • Serve as a unit representative on relevant committees.
4. Direct the team of professional staff within CSPA.
   • Provide leadership to the CSPA’s sponsored programs staff, grant writers, contract specialists, and electronic research system administrators; promote the professional development of team members; and manage personnel actions such as hiring, performance appraisal, and leave schedules for direct reports.
   • Oversee the efforts of the CSPA’s grant writers to partner with other offices (and other institutions) to facilitate proposal development and submission for large, complex collaborations and opportunities.
   • Oversee online proposal applications and electronic submission.
   • Create a team of sponsored program specialists within the unit to support the development and submission of proposals at the University level (e.g., federally funded centers, major infrastructure grants, institutional training grants, etc.).

In addition to the above job responsibilities, other duties may be assigned.