Item 3.C-June 13, 2014
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable): Charlene Hart
Position #(s): 16535
Current Title: Director, Office of Sponsored Projects
Current Range: 6
(JCC:77744)
Department: Office of Sponsored Projects
College/Division: Vice President,
Research and Innovation
Account #(s): 1204-121-0816
Action Proposed: (check all that apply)
( ) New position: Proposed Range:
Proposed Title:
(X) Title Change, Proposed Title: Assistant Vice President, Research Administration
(X) Proposed Reassignment from Range 6 to Range 7
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
____________________________________________________________
Immediate Supervisor’s Signature
__________________
Date
____________________________________________________________
Director/Chair/Dean
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Mridul Gautam, Ph.D.
Date
Vice President for Research and Innovation
Action Approved by the Provost/President (Completed by Faculty HR):
67563 Range:
7
Pos #(s): 16535
JCC:
EEO: 1C
Eff: 6/1/2014
Approved Title: Assistant Vice President, Research Administration
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Assistant Vice President, Research Administration
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Assistant Vice President, Research Administration (AVPRA) is responsible for oversight and
coordination of the University’s Office of Sponsored Projects (OSP) and the overall research
compliance and regulatory affairs. The AVPRA directly reports to the Vice President for Research and
Innovation (VPRI) but acts in an autonomous manner to ensure the compliant and efficient
administration of sponsored programs and research activity on campus. The AVPRA serves on the
VPRI’s Senior Leadership Team (SLT). The position ensures research is conducted pursuant to
regulatory requirements and meets standards for ethical behavior. Subsequent corrections for noncompliance are addressed promptly and appropriately. Related to research administration, the
position will develop campus-wide operational policies and procedures, coordinate sponsored
programs and research compliance requiring multi-departmental involvement (i.e., Environmental
Health and Safety (EH&S), Institutional Review Board (IRB), OSP, etc.), and identify areas for
process improvements. The position supervises OSP staff; coordinates and reviews staff work for
quality control and consistency; provides training; and ensures compliance with federal and state laws
and regulations related to the administrative and fiscal oversight of sponsored projects. The AVPRA
oversees the review and processing of grant and contract proposals and awards for UNR and acts as
the fiscal officer on sponsored awards. The position plans, leads and integrates research compliance
and regulatory activities including policy development training, reporting, auditing and communication
for all compliance matters. The position will additionally oversee Environmental Health and Safety,
Research Integrity Office, Lab Animal Medicine, Effort Reporting and Export Controls.
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
50% - Award Administration
 Develop, implement, and monitor policies and procedures regarding award administration
activities in collaboration with upper level administration
 Act as the liaison between principal investigators; the University; various University offices and
committees; Associate Deans for Research, and individual research sponsors, regarding the
administration of sponsored research agreements and awards
 Ensure review and processing of proposals meets all federal, state, and institutional laws,
regulations and policies and procedures prior to submission; review and approve award
processing
 Review and oversee the negotiations for non-standard terms and conditions of awards, grants,
and contracts with state, local, and federal government contract officers and private company
attorneys (i.e., ownership of intellectual property, confidentiality of information, ownership of
data and/research outcomes, protection of faculty publication rights, indemnification, choice of
law provisions, etc.); Confidentiality Agreements, Clinical Trial Agreements, and post-award
modifications and/or budgetary changes
 Oversee OSP close-out mechanism procedures and initiatives
 Track and resolve issues on and interpret guidelines and award terms and conditions on
projects, award, F&A distribution, etc.
 Authorized organizational representative with signature authority to sign and/or submit
electronic proposals and progress reports, awards, grants, modifications and sub awards
 Complete other projects and tasks as assigned by the VPRI
Position Description – Assistant Vice President, Research Administration
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30% - Compliance and Regulatory Affairs
 Develop, implement, and monitor policies and procedures for assigned departments in
collaboration with upper level administration and compliance personnel
 Develop, implement and oversee compliance training programs to ensure employees are
aware of, adhere to and report potential violations; communicate new compliance initiatives
 Coordinate timely reporting processes as required by the institution, sponsor or governing
agencies, etc. and ensure accuracy of reports
 Coordinate compliance audits and monitoring activities including periodic reviews of
departments and programs; formalize audit findings, coordinate audit responses
 Oversee staff review of budgets and project accounts for compliance with Federal Office of
Management and Budget (OMB) and institutional requirements; oversee sub-recipient
monitoring to ensure compliance with sponsor and federal regulations
 Ensure proper approvals for compliance with human and animal subject research are in place
prior to account set-up and the initiation of sponsored activities
 Serve as campus liaison and principal contact to governing agencies
 Serve on the Conflicts of Interest Committee
 Complete other projects and tasks as assigned by the VPRI
20% - Management
 Implement and maintain the grants management systems and databases
 Select, supervise, train, and coach staff
 Conduct staff evaluations and carry out personnel actions, disciplinary or otherwise
 Assign and oversee work product
 Identify operational and process improvement opportunities; work with staff to implement
improvements
 Schedule and manage staff meetings
 Oversee budgets and operations of the departments
 Develop and implement strategic planning and direction for University research administration
 Advise VPRI of changes in University, State, Federal, or Funding Agency policies,
procedures, rules, regulations, and/or codes affecting research, scholarly, and other
sponsored activities
 Complete other projects and tasks as assigned by the VPRI
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The Assistant Vice President for Research Administration works autonomously with minimal oversight
from the VP for Research and Innovation. Interpretation, decisions, and following up are made with
minimal supervision. This position influences how federal and state requirements will be implemented
on campus and what forms and institutional fiscal controls are used to guarantee compliance with
laws, regulations, and external guidelines. The position provides leadership in research, financial and
administrative decisions and in policy development in order to ensure the success and credibility of
the department's work and the reputation of the University and NSHE. All direct communications with
the President’s Council for UNR will be done with express approval of the VPRI.
Position Description – Assistant Vice President, Research Administration
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Impact:
The decisions and judgments, as well at the work performed by the AVPRA, has a direct impact on
the Office of the VPRI and the institution as a whole. The current fiscal impact of decisions exceeds
$100 million in annual external funding to the University. Since compliance failures can result in
significant damages, the fiscal impact of various decisions can be substantial. Indemnification and
liability terms have a pecuniary impact in addition to the direct expenditures associated with the
sponsored activity. Well-founded decisions and judgments enhances the reputation of the University,
both publicly and within NSHE at both the institutional and Regents’ level.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 State and federal laws, rules, and regulations pertaining to research administration at an
educational institution
 Higher education policies and procedures on allowable use of funding in proposals and
awards for grants, contracts and other sponsored projects, including Institutional Cost
Accounting Standards
 Basic and advanced principles of research administration including: budgeting under federal
and state cost accounting standards and Office of Management and Budget (OMB) circulars,
working with auditors on individual projects, invoicing on projects
 Negotiation tactics and strategies related to contract negotiations
 Interpretation of laws, regulations, purchasing and grant procedures
 Applicable public purchasing and contract regulations
 University-related research initiatives
 Financial management and accountability under federal cost accounting standards and the
OMB
 Institutional and department policies and procedures, state laws and regulations, as well as
federal laws and regulations, especially the Federal Acquisition Regulations and the
contractual alternatives available to educational institutions under these agreements
 Legal Issues in industry contracts as they related to Nevada law and non-profit governmental
liability issues
 Electronic Research Administration initiatives such as grants.gov, e-commons, IIPS, fastlane,
etc.
 University administration, budgeting and finance
 State and University human resources rules and procedures; employee management and
evaluation criteria and supervision
Skills:
 Managerial and supervisory skills in a civil service, or equivalent, environment
 Excellent verbal and written communication
 High level proficiency in use of a personal computer and current software applications
including but not limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and
email), Adobe Acrobat, and specifically financial systems
 Legal issue spotting and contract negotiation skills
 Human resources supervision/management
 Leadership
 Organizational and time management
Position Description – Assistant Vice President, Research Administration
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Excellent analytical (critical thinking) and decision-making skills
Developing and sustaining effective relationships with faculty, staff, colleagues, government and
community members in an increasingly diverse environment
Change/transition management
Ability to:
 Provide management oversight, leadership and strategic direction in a complex research
operation
 Manage high volume and highly complex issues in a heavily regulated environment with
minimal supervision requiring considerable latitude for initiative and independent judgment
 Supervise a staff; schedule and assign work
 Maintain confidentiality of sensitive information
 Formulate partnerships between the outside funding communities and the university that result
in collaborative efforts
 Read and analyze information such as federal laws and contract terms. Understand and
interpret formalized policies, guidelines, rules, regulations, legal contract language and
applicable laws
 Appropriately determine priorities in order to manage a multitude of projects with various
timelines, deadlines, and needs in a timely, productive and professional manner
 Prepare administrative reports as requested
 Review, manage, revise, and oversee project and office budgets under University policies and
the Cost Accounting Standards
 Work well and negotiate with a variety of individuals including faculty, staff, sponsor personnel,
legal counsel at external entities, and state and local government officials while keeping the
organization’s primary goals and interests intact
 Maintain accurate financial records, audit and reporting findings
 Travel with some overnight travel to attend meetings and conferences
 Develop and sustain effective relationships with faculty, staff, colleagues, government and
community members in an increasingly diverse environment
 Cultivate and maintain relationships with administrators at other institutions
 Draft and implement policies through appropriate channels based on federal and state
regulatory requirements
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
President and Provost, Vice
Presidents and
Associate/Assistant Vice
Presidents
UNR deans, directors,
department chairs, and faculty /
staff
Faculty, staff, legal counsel,
attorney general
OSP staff
Reason for Contact
To respond to inquiries concerning research and to attend
meetings as requested to provide information and advice
regarding issues involving research and for growing the research
base on campus
To disseminate information regarding proposals and awards,
interpretation of federal and sponsor requirements, provide
accounting information, educate faculty and staff regarding
institutional policies and practices
To effectively negotiate and to understand and identify areas of
legal and compliance impact and act in the best interest of the
University in these areas
Daily contact to assign duties, perform evaluations, delegate tasks
and resolve problems
Position Description – Assistant Vice President, Research Administration
Page 6
Pre-Award Manager, Post Award
Manager, Senior Grants &
Contracts Officer, Research
Compliance Manager, Directors
of EH&S, Research Integrity
Office (RIO), Attending
Veterinarian of LAM, Director of
IDeA/INBRE and Chairs of
compliance-related committees
(IRB, IACUC, COI, Biosafety
Committee, etc.)
Other financial and support
offices (i.e., Controller's, Grad
School, Payroll, Accounts
Payable, Human Resources)
To develop policies and procedures that work towards the goal of
a seamless pre to post award office operation; to Interpret federal
regulations and determine appropriate course of action in regards
to OSP procedures
External
Federal, state, private and
industry partners
Sponsor auditors; A-133 auditors
Research administration at other
universities
Reason for Contact
To discuss and resolve problems related to sponsored activities
and compliance
To provide required information and develop responses to audits
To exchange information regarding best practices in research
administration and compliance
To determine processes and policies that affect the offices jointly
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Masters Degree from a regionally accredited institution
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Master’s Degree and five years, or a Doctoral Degree and three years, of experience in
research administration, contract negotiations, and budgetary experience or related
research activities, including two years in a supervisory role
Preferred Licenses or Certifications: Certified Research Administrator (CRA)
c.
Indicate any license or certificate required for this position.
None