Director of Pre-Award Operations: Office of Research, Innovation, and Economic Development - UTK

The Director of Pre-award Operations has management responsibility for the University of Tennessee’s proposal and pre-award functions for externally funded projects. Responsibilities include directing staff that are responsible for advising and assisting faculty and other researchers in the administrative and financial aspects of their proposals, authority to sign and submit proposals to external agencies, and responding to inquiries from external sponsors requiring additional information about the proposals. The Director of Pre-award Operations will report to the Associate Vice Chancellor for Research Administration (AVCRA) and be part of the senior leadership team for the Division of Research Administration. 

This position will stay abreast of policies and procedures pertaining to research administration and ensure that information is provided to University faculty, staff, and administrators. The incumbent will play a leadership role both within the Office of Research, Innovation, and Economic Development within the university community, and nationally; particularly through organizations such as National Council of University Research Administrators, Society of Research Administrators International, Council on Governmental Relations, and the Federal Demonstration Partnership.  The incumbent is also expected to contribute and promote the diversity and intercultural goals of the University.

Leadership of the Pre-Award Area within the Division of Research Administration:

Provide overall direction and management of the Pre-Award group to provide maximum customer service to the faculty, staff, and students engaged in research, training, and other sponsored activities and increase the overall research portfolio.  Oversees hiring, promotions, and termination decisions; and makes salary recommendations for staff.  Assign or approve the assignment of work functions and implement the workload structure. Provide staff with the proper tools to manage their workload.  Manage Pre-Award human resource activity, providing motivation and direction as well as opportunities for professional growth.  Conduct regular staff meetings to provide leadership and discuss goals, activities, and decide what new initiatives are needed.  Conduct one-on-one meetings with staff as needed; conduct annual evaluations to reassess and align individual goals with overall goals of the Division of Research Administration.  Develop and conduct training for Pre-Award staff and the campuswide research community.  Ensure that all critical information, assistance and advice to faculty, researchers, and staff with proposal submissions and pre-award administration actions are being provided by the staff members. Ensure that the best customer service is being provided to all internal and external customers of the Division of Research Administration.  Consistently review internal processes and operating procedures for Pre-Award responsibilities to determine when changes are needed.

This position will all be responsible for the general administrative operations of the Sponsored Programs unit.  These duties include management of campus’ electronic research administration system and supervising staff who perform necessary operational functions such as: intake and distribution of awards, management of nearly 100 sponsor portal accounts/passwords, and routine communications with campus regarding unfilled research related requirements.  

Interpretation of Laws, Regulations and Policies:

Informs, advises, and collaborates with the AVCRA, other UT leadership, external business partners, and state and federal agency representatives to establish and oversee UT research requirements, ensuring that they are aligned with federal and state laws, regulations, and mandates.  Assesses needs and develops policies and procedures to respond to changing regulations to ensure and protect the best interests of the university.  Develops plans for communicating policies and procedures and collaborates with appropriate advisory groups to ensure the research community’s buy-in and ownership.  The Director of Preaward Operations will facilitate research by maintaining a balance between regulatory aspects of research compliance and service provided to faculty, staff, and students. 

Review and Approve Proposals and Additional Information Required prior to the Award: 

Has signature authority on proposals. Approve and sign all related documents, such as letters of commitment, representations and certifications. 

Represent Division of Research Administration and the University:       

This position will represent the University and take a leadership role in national and international organizations such as, the National Council of University Research Administrators (NCURA), the Society for Research Administrators (SRA), the Federal Demonstration Partnership (FDP), etc.  Work with other University offices to streamline processes that affect pre-award activities.  Work with other UT System campus research offices on common policies, procedures, practices, and Electronic Research Administrations System development.

Other Duties:           

Perform other duties as needed to achieve the goals and expectations of the AVCRA and research community.

Required Qualifications

Education: 

• Bachelor's degree  in any related field 

Experience: 

• 10 years of extensive experience working in an office of sponsored programs administration in an academic, research institute, foundation, or national laboratory environment.

Knowledge, Skills, Abilities: 

• Detailed knowledge and comprehension of pre- and post-award sponsored programs administration and experience with grant and contract policies of major federal, state, and private sponsors and knowledge of federal regulations
• Ability and proficiency in using sponsor-specific online systems such as Fastlane, Grants.gov, Research.gov, NSPIRES, etc.
• Ability to review, critique, and analyze proposals for accuracy, completion, and compliance with policies and procedures
• Ability to develop budgets, provide financial recommendations, and provide insight to support decision making
• Ability to motivate others and promote teamwork
• Analytical and problem-solving skills with the ability to multitask in a fast paced working environment
• Proven ability to manage competing priorities, manage several complex projects simultaneously, and meet time sensitive deadlines
• Strong verbal and written communication skills with a demonstrated ability to communicate effectively and work collaboratively with others at various levels and disciplines, both within and outside the University

Preferred Qualifications

Education: 

• Master’s degree in any related field 
• Certified Research Administrator

Experience: 

• 10 years of extensive experience working in an office of sponsored programs administration in an academic, research institute, foundation, or national laboratory environment is preferred. Preference will also given to individuals with certification as a research administrator (CRA).

Knowledge, Skills, Abilities: 

• Knowledge of and working familiarity with DOE National Labs
• Knowledge of and experience working in an academic institution with preference given to experience working in a Central Sponsored Programs office
• Skill and experience in conducting training workshops

Work Location 

Location:   Knoxville, TN

• The position is primarily on-site in Knoxville, Tennessee, with some remote work flexibilities. 

Compensation and Benefits 

• UT market range: 15
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

Application Instructions 

To express interest, please submit an application with the noted below attachments.

• Resume
• Cover Letter
• List of 3 Professional References

About The Division 

Here at the University of Tennessee, thousands of world-class faculty, staff, students and postdoctoral fellows are engaged in research, scholarship and creative work on a daily basis. With a shared commitment to creating a more just, prosperous, and sustainable world for the citizens of Tennessee and communities far beyond, the UT community is creating new knowledge and generating solutions to some of the most challenging issues of our time.

The Office of Research, Innovation & Economic Development is here to support you, our community of researchers, scholars and creatives, from ideation to impact. Our dedicated team is here to help you develop competitive proposals and sources of support for your work, seed investments in promising new areas, nurture new and established multidisciplinary communities of scholars and support and sustain a strong culture of research integrity.

The university’s strategic relationships with corporate, venture, community, non-profit and government partners help extend the impact of our community’s work across the state and around the world. In collaboration with these partners, we are working to establish Tennessee as a go-to destination for cutting-edge research, innovation and a skilled workforce.

We understand that a creative, productive, and empowered community of researchers, scholars, and creatives is critical to the university’s future as a world-renowned research institution.

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. 

UT Knoxville offers over 900 programs of study across 14 degree-granting colleges and schools. As Tennessee’s flagship land-grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. 

The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service.  

UT Knoxville considers its employees its number one asset. With values that focus on work-life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices that attract and retain a diverse community and that support a culture where everyone matters and belongs.  

The university holds a strong commitment to its land-grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.  

Apply today and join the Tennessee Volunteer community!