Research and Sponsored Programs
Jacksonville University is seeking a collaborative professional who is a self-starter to help grow the research enterprise in a compliant, efficient manner. JU’s research portfolio is poised for development as the university formalizes its new strategic plan and continues to build on its tenants of applied learning, research, scholarship, and work readiness.
Essential Job Duties
- Manages day to day operations of the EPIC program at JU:
- Creates monthly effort reports, reviews for accuracy, distributes via Adobe Pro, tracks returned reports; organizes, uploads to Florida Department of Education (State) portal for quarterly reporting.
- Oversees receipt of quarterly deliverables for EPIC-supported projects, organizes, uploads to State portal for quarterly reporting.
- Establishes and manages system for tracking all expenditures for EPIC, ensuring funds are spent according to schedule.
- Reviews and pre-approves EPIC expenditures in advance of AVP.
- Monitors encumbrance balances on a weekly basis, ensuring the procurement obligations for the award are accurate and that POs are closed out on a timely basis.
- Assist with other ad hoc requests/reports.
- Liaises with State as appropriate.
- Reviews new award setup documentation for terms and conditions, award restrictions or sponsor requirements for the fiscal and administrative management of awards; liaises with Controllers Office, General Counsel and other offices as required.
- Monitors awards and subrecipients for compliance with University, state, federal, and sponsor requirements.
- Serves as the ORSP contact for grant and contract accounting functions; offers 1:1 guidance and support to faculty principal investigators (PIs) to ensure a smooth transition from pre-award to post-award.
- Conducts Award Orientation sessions; assists faculty with understanding award terms, University employment procedures and forms, as well as purchasing procedures.
- Maintains master calendar (or spreadsheet) of all active grants/contracts and reporting requirements and deadlines.
- Ensures all proposed costs are allocable, allowable, and align with regulations set forth in the OMB 2 CFR 200.
- Ensures that the project operates in accordance with its budget and, if required, assists the PI to prepare budget adjustments or amendments.
- Uses/designs appropriate reports as well as spreadsheet and database programs to monitor and report revenues and expenditures of awards to comply with requirements of funding sponsors and University.
- Communicates proactively with principal investigators to keep them apprised of the project's financial business developments and assist them in the administration of awards. This includes providing the PI with regular accounting reports of project balances and expenditures, as well as projections of future expenditures.
- Reviews all project expenditures, including Facilities and Administrative cost charges, on a routine basis (typically monthly), and ensures accuracy and compliance with sponsor and university guidelines.
- Implements system/process for award closeout. Plans and schedules closeouts of awards to minimize delays and in anticipation of problems.
- Provides fiscal oversight of ORSP’s internal grant programs.
- Works to continuously improve the effectiveness of the pre- and post-award financial processes.
- Provides timely and high-quality customer service to faculty investigators and staff.
- Assists AVP in the review, update, and development of policies and procedures for ORSP functions, with emphasis on post award processes including project set-up, administration, and close-out.
- Ability to thrive in a flexible, fast-paced and growth-oriented environment, while maintaining a sense of humor and a positive, solution-oriented approach.
- Ability to work independently and in a team setting.
- Maintains accurate records of post award actions via the ORSP Work log (Excel).
- Works independently and as a team member; exercises logic, discretion, and good judgement especially in confidential matters. Takes initiative to improve process and procedures.
- Other duties as assigned.
- Demonstrated success working with funded programs, specifically those sponsored by federal or state agencies.
- Broad knowledge of and experience with all aspects of research and sponsored program administration and the award life cycle, pre- through post-award in a higher education environment.
- Demonstrated experience and ability to apply the principles and regulatory framework of the Federal Office of Management and Budget (OMB) including financial management and regulatory policies such as Uniform Guidance, Federal Acquisition Regulations, and Single Audit.
- Familiarity with electronic research administration tools (e.g., Research.gov, Grants.gov, eRA commons, etc.) helpful.
- Excellent communication skills.
- Primarily indoors except when traveling between campus buildings
- Some off-campus travel may be required
- Work is performed under minimum supervision and requires incumbent to exercise independence and discretion
- Manual dexterity to efficiently operate a computer keyboard and scientific equipment
- Near vision sufficient to read written communications and computer display screens
- Adequate hearing to communicate effectively in person and by phone
Prerequisites Required for Position
Minimum Education Requirement
- Bachelor's degree in accounting or related field from an accredited institution.
Highly Desired / Preferred
- Master's degree
- NCURA (National Council of University Research Administrators) Sponsored Project Administration Fundamentals, or equivalent training.
- Three or more years of demonstrated success in higher education grants management, ethical conduction of research, or similar functions in higher education.
- Demonstrated strategic leadership.
- Demonstrated success working effectively with a diverse pool of principal investigators,
Required Knowledge, Skills, and Abilities
- Advanced knowledge of post-award functions typical of a PUI;
- Impeccable written and oral communication skills with strong attention to detail;
- Strong understanding and application of OMB’s Uniform Guidance 2 CFR 200;
- Proficiency with MS Office Suite software, especially Word, Excel
- Excellent analytical, problem-solving and communication skills;
- Must be highly proactive, with ability to distinguish between high and low priority tasks; and can work efficiently under occasional tight time constraints;
- Professional and friendly demeanor, integrity, tact, and good judgement;
- Ability to handle sensitive and confidential information with absolute discretion;
- Strong facilitation & presentation skills, budgeting, and planning skills;
- Flexibility to work occasional nights and weekends to meet deadlines, if needed.
This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.
To be considered for this position, qualified applicants must submit a cover letter, a resume, and a completed Staff Employment Application with salary expectations to ORSP@JU.EDU
Please do not submit actual letters of reference or any other documentation until formally requested. Final candidates may be required to submit writing samples. Significant experience with post-award functions and sponsored project administration an absolute must.
Required application materials:
- Cover letter specifically addressing how you meet the qualifications addressed to the AVP, Research and Sponsored Programs.
- Curriculum vitae or resume
- Names and contact information for a minimum of three (3) professional references. References will not be contacted until the candidate has moved further along in the interview process.