Department: Sponsored Projects Services
Appointment Type and Duration: Regular, Ongoing
Salary: Starts at $60,000 per year; commensurate with experience
Compensation Band: OS-OA06-Fiscal Year 2024-2025
FTE: 1.0

Application Review Begins

December 6, 2024; position open until filled

Special Instructions to Applicants

Please submit the following with your online application:
• A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
• A resume of your educational and professional work experience.

Please submit the names and contact information for three professional references. Candidates will be notified prior to contacting references.

Note: This position is based in Eugene but remote working arrangements may be considered; candidates who are not local are encouraged to apply.

Department Summary

The Office of the Vice President for Research & Innovation (OVPRI) promotes excellence in research at the University of Oregon. Research, both basic and applied, is fundamental to the mission of the University and is essential to Oregon’s economic and civic vitality. The office is committed to enhancing these efforts by providing administrative and financial support for sponsored programs, including identification of funding opportunities, proposal submission, research compliance, and contracts and grant administration. The office supports interdisciplinary research centers, essential core facilities and emboldens innovation and economic development through strategic partnering and technology transfer initiatives.

Sponsored Projects Services (SPS) works with the University community -- especially faculty principal investigators (PIs) and department grant administrators (DGAs) but also including UO administrative officials, business managers, and affiliated organizations such as the UO Foundation -- to provide services in two main areas:

1) Proposal Preparation and Clearance – from application materials and budget assistance, to final review, official endorsement, and submission of proposals to funding agencies, public and private, for support of research, instruction, and public service projects.
2) Grant and Contract Administration – from inception by review and acceptance of awards and account set up, through the award’s administration, financial reporting, and final closeout.

Position Summary

The Sponsored Projects Administrator (SPA) will be responsible for a broad set of assignments, including administrative and financial duties, and is responsible for supporting and contributing as a service resource related to the management of grants, contracts, and sponsored programs and for providing faculty, researchers and staff with guidance on financial, administrative, and regulatory issues arising from the application for and the execution of sponsored awards and agreements.

There is a significant emphasis on budgeting, financial, and accounting activity and financial and operational monitoring in this position. The successful candidate will have a strong customer service focus, be a self-starter who is able to work independently and as part of a team to meet shared and individual goals, and who has demonstrated the ability to be flexible, adaptable, and responsive. In addition, the successful candidate will have the ability to work effectively with faculty, staff and students from diverse backgrounds and will maintain the highest ethical standards.

SPA 1 will focus on transactional tasks, learning the basics of sponsored projects management, such as reviewing and approving purchases, award expenditure transfers, paying subaward invoices.

SPA 2s focus on analytical review, interpreting complex regulations and other sponsor guidelines and information to provide campus constituents with customer service and detailed support in award guidance.

Senior SPAs will be assigned to progressively more complex projects, and provide mentorship to SPA 1s and guidance on challenges to SPA 2s.

Pre-Award Specific Duties:
• Intake, review, approve, and submit proposal documents for sponsored projects, including requests for special handling (e.g. cost-sharing, reduced/limited F&A, etc.).
• Work with principal investigator(s) and departmental grant administrators (DGAs) to determine budgetary needs, assist with proposal budget preparation, and perform reviews for accuracy and compliance with University of Oregon policies, Uniform Guidance (2 CFR 200), or sponsor guidelines and limitations.
• Review/approve pre-award spending indexes.

Award Set-Up Specific Duties:
• Review award notifications, noting special terms and conditions.
• Ensure compliance before setting up account.
• Create Banner account, input budget and set reporting dates.

Post-Award Specific Duties:
• Monitor, review, and approve sponsored projects funds for allowability, allocability, reasonableness, and consistency of treatment.
• Review of post-award functions, including but not limited to new award reviews, annual reviews, close-outs, and JV transfers.
• Compile, review, and submit sponsored project invoicing, financial reporting, prior approval requests, and other sponsor requests/reports as required.

Minimum Requirements

To qualify for SPA 1:
• Bachelor’s degree OR
• 2 years experience focused in office, clerical work, or compliance.

To qualify for SPA 2:
• Bachelor’s degree AND
• Four (4) years of professional experience focused on research administration; OR
• Six (6) years of professional experience focused on research administration or other regulatory compliance in an active research setting

To qualify for Senior SPA:
• At least one professional certification related to position such as CIP, CRA®, CPRA®
• Bachelor’s degree AND
• Six (6) years of professional experience focused on research administration; OR
• Eight (8) years of professional experience focused on research administration, or other regulatory compliance in an active research setting with professional certification such as CIP, CRA®, CPRA

Professional Competencies

• Ability to research, read, interpret, and apply complex and varying regulations.
• Commitment to advancing the University’s research goals in creating a facilitative environment for research while navigating an increasingly complex research compliance environment that requires specialized skills and abilities in satisfying federal, state, and university regulations.
• Proficiency with multiple forms of information technology, including web-based, word processing, data entry, managing electronic information, and database administration.
• Ability to analyze and synthesize complex concepts and technical details and transfer them into written documents.
• Demonstrated effective communication skills, as well as diplomacy and discretion.
• Demonstrated excellent organizational skills, and attention to detail.
• Demonstrated ability to provide solution-oriented customer service.
• Demonstrated ability to work effectively with team members, faculty, staff, and students from a variety of diverse backgrounds.
• Ability to manage multiple priorities with overlapping deadlines and frequent interruptions while maintaining a high level of customer service.
• Ability to work both independently and collaboratively in a team environment.

Preferred Qualifications

• One or more years of project management experience related to research or grant administration in higher education, research organizations or a related environment.
• Advanced degree in Research Administration, Business Administration, Management, Public Administration or a closely-related field.
• Experience in a higher education environment.
• Professional certification(s) related to position (CRA®, CPRA®, or CFRA)
• Experience with budget and financial management.
• Experience serving a diverse client/customer base.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background check.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit https://hr.uoregon.edu/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.

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