Director, Grants Management and Administration

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Department

School of Public Affairs

Time Type

Full time

Work Modality

Hybrid 01 (On Campus 3-4 Days/Week)

Union

Job Description:

Summary

The Director, Grants Management and Administration oversees all post-award externally funded grants and contracts as well as internally designated faculty research accounts (IDFRAs) for the School of Public Affairs (SPA). This position responds to inquiries about grants, contracts, and IDFRAs in a timely manner, reviews all expenditures for all granted-funded activity within the School, and works with units within the University, Principal Investigators, and academic units overseeing compliance and reporting issues.

The Director is also responsible for providing assistance to departments and Principal Investigators (PIs) on tracking cost share commitments, develops and maintains databases to track awards, and ensures that accounts are being addressed by the appropriate staff member. Interfaces with auditors on projects under review and also conducts audits on SPA grants and contracts. Advises the Washington Institute of Public Affairs Research (WIPAR) on pre-award budget proposals as needed for feasibility and consistency, ensuring that School, University, and appropriate external policies and procedures are being upheld. The Director is responsible for ensuring that SPA programs adhere to the terms, conditions, and budget as specified in the grants and/or contracts. The Director trains staff within SPA on how to properly administer funded projects, and reports and gives analysis on funded projects to the Dean and SPA Leadership team. This position has a dotted reporting line to the Assoc. Dean of Research.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Project Contract Administration- Oversee all SPA externally funded projects, grants, and contracts including with Online Program partners to ensure adherence to terms, conditions, and budget. Approve all grant, contract, and IDFRA expenditures in a timely manner to ensure prompt payment and recording. Seek amendments and changes when necessary with the Office of Sponsored Awards and Research Administration (OSARA). Interpret policies, procedures, and contractive instruments. Review all contracts and subcontract documents associated with externally funded projects and IDFRAs. Assist the pre-award team in WIPAR proposal and budget review for proposed projects, and make recommendations regarding commitment of SPA cost share funds and ensure commitments made by SPA are tracked properly by department. Maintain files for all SPA awards in accordance with University data retention policies.
• Reporting and Compliance- Ensure project startup meetings are initialized in a timely and efficient manner and that all personnel associated with projects are aware of the relevant policies and procedures required for each externally funded project. Provide compliance with relevant rules, regulations, policies and procedures in conjunction with OSARA. Work with OSARA, the University Accounting Office, Procurement and Contracts Department (PCD), PIs and SPA Units regarding report deadlines and compliance. Develop and maintain special reports on grant activity within SPA, analyzing trends in awards that relate to faculty and department participation. Present reports, analysis, and recommendations to Assistant Dean and Dean for use in furthering SPA’s goals and objectives.
• Project Personnel Administration- Work with Director of Graduate and Faculty Affairs and the Assistant Dean for Finance & Admin to determine requirements for staff and faculty participation and course releases and effort spent on projects, including summer salary payments to faculty. Provide regular reports on faculty effort to be booked to externally funded projects for SPA budgeting and projections and ensure costing allocations for all grant-funded personnel are submitted prior to the associated payroll deadlines. Conduct regular audits of project personnel expenses to ensure that expenses are booked appropriately according to the project parameters and recommend corrections when necessary. Ensure that variable salary costs are applied to the appropriate grants or projects in a timely manner.
• Auditing and Account Management- Develop and maintain accounts, assign individual grants and/or contracts to subordinate position(s) as appropriate. Conduct periodical audits of work being completed on grants and contracts within SPA, ensuring all obligations and terms of the agreements are being met. Interface with internal auditors to assure compliance with grant and contract regulations, including managing the A-133 audit process for SPA. Provide information and justification response to audit questions from the Finance Division.
• Training and Supervisory Role- Responsible for hiring, training, and directing the work of one full-time Finance and Grants Specialist. Responsible for conducting performance evaluations for staff that report to this position and ensure staff are trained properly in University and SPA sponsored research policies and procedures. Also responsible for training and oversight of all SPA administrators engaged in post-award contract administration.
• Other Duties- Other duties as assigned by the Asst. Dean or Dean.
  
  

Supervisory Responsibilities

• One full-time Finance and Grants Specialist and additional part-time and student staff as required.
  
  

Position Type/Expected Hours Of Work

• Full-Time.
  
  

Salary Range

• $85,136-$100,000 annually.
  
  

Required Education And Experience

• Bachelor's degree in business administration, finance, accounting or other relevant field required.
• 8-10 years of relevant experience in finance, accounting, or post-award grant and contract administration required.
  
  

Preferred Education And Experience

• Master's degree in business administration or closely related field preferred.
• Preferred to have a minimum of five years of recent and progressively responsible leadership roles in budget management, research, and sponsored programs, and/or related fields in a university setting.
  
  

Additional Eligibility Qualifications

• Excellent interpersonal and communication skills.
• Excellent managerial, analytical, and computer literacy skills required.
• Ability to recognize potential problems and address them proactively is required.
• Must be able to work both independently and as part of a highly collaborative team.
• Strong time management skills with the ability to organize and plan work to deal with multiple competing priorities and tasks.
• Familiarity with financial systems, enterprise reporting, personnel management systems, and managing (import/export) data between systems.
• Experience with academic institutions and familiarity with the various divisions and offices within (and the respective functions of) large organizations.
• Knowledge of program administration guidelines of Federal and non-Federal sponsors supporting research and educational activities.
• Knowledge of personnel, payroll, accounting, contracts, and relatable legal ramifications of contract administration.
• Must possess strong oral and written communication skills.
• Knowledge of US GAAP.
• Familiarity/knowledge of CFRs, OMB Circulars including A-133 audit process.
  
  

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.
  
  

Current American University Employees

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Contact Us

For more information or assistance with the American University careers site, email [email protected].

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.