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:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
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.
Perform other job-related duties as assigned.
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 Research 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), 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 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 a 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.
Internal Number: OSP Mgr
About SJSU Research Foundation
The San José State University Research Foundation supports SJSU Principal Investigators in achieving their research goals. Our team guides researchers through each step in the administrative process: planning a project, identifying sources of funding, developing proposals, submitting proposals to sponsoring agencies, and managing business details once the project is funded. Presently the Research Foundation manages more than $250M in an active research grants portfolio that generates nearly $60M in research-related expenditures annually. The Research Foundation also provides direct and/or indirect employment to more than 1,500 individuals, including faculty, students, research affiliates, and staff.